Brown University — Director of Academic Records

Job Description:

The Warren Alpert Medical School (AMS) Director, Academic Records oversees and manages records and registration-related services focusing on high standards of student service and integrity of student records, including development and enhancement of registration and records related procedures. The Director oversees and manages the records, registration, and scheduling functions in the internal medical school scheduling database (OASIS) and is the liaison to the University Registrar’s Office responsible for ensuring the accuracy of medical students’ records and registration in the official University database (BANNER). The Director is responsible for registration-related services, including course enrollments, annual course catalog updates, grade reporting, as well as developing registration-related policies and procedures. The Director ensures that student records are maintained and updated and, by serving as the liaison between AMS and the University Registrar’s Office, that data is kept in sync between Banner and Oasis so that tuition charges and the official student transcript is accurate. The Director provides leadership to the AMS Office of Records and Registration and ensures the accuracy of medical students’ records within appropriate databases – including the internal medical school database (Oasis), Electronic Medical Student Record, and the National Board of Medical Examiners (NBME). Provides critical information to support internal and external constituent groups (i.e. BioMed Finance & Planning, Office of Medical Education, Association of American Medical Colleges (AAMC), Liaison Committee on Medical Education (LCME), etc.). In addition, this position defines critical information needs and creates, modifies and provides technical support and reports for all student record and registration functions within the AMS.


Education and Experience
• Bachelor’s degree and 4-6 years’ experience (Master’s preferred), or equivalent combination of education and work experience
• Experience in the implementation and management of student administration software in a university environment is highly desirable;
• Working knowledge of the full range of computing functions such as programming, networks, systems, operations, databases and the ability to apply this knowledge to office needs;
• Experience with desktop reporting tools such as Cognos;
• Experience with database-driven web development and FileMaker Pro highly desirable;

Job Competencies
• Excellent organizational, problem solving and planning skills. Strong customer service orientation
• Excellent interpersonal, oral and written communication skills
• Ability to converse knowledgeably with technical support teams (Oasis, CIT, BioMed)
• The ability to use judgment, patience and decisiveness in a high-volume, high activity and often pressure filled environment regarding transcript, residency application and graduation requirement deadlines
• Strong computer system analysis, planning, problem-solving and communication and collaboration skills are required, along with the ability to work under pressure and meet deadlines
• High level knowledge of FERPA requirements and ability to communicate requirements and provide guidance to other members of the AMS community
• Possesses a willingness and ability to support a diverse and inclusive campus community

Criminal and education background check required.

Recruiting Start Date:

Job Posting Title:
Director of Academic Records

Warren Alpert Medical School

Grade 11

Worker Type:

Worker Sub-Type:

Time Type:
Full time

Scheduled Weekly Hours:

Position Classification:
Hybrid Eligible

Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Vaccination Requirements:
In order to maintain 90% or greater universal vaccination rates on campus, all newly hired employees at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. All employees must also receive a COVID-19 booster within thirty (30) days of becoming eligible. For more information, please visit the Healthy Brown site.

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EEO Statement:
Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.

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