Job Description

Registrar

02-Apr-2025
Registrar

Harvard Medical School

68148BR

Position Description

The Harvard Medical School (HMS) Registrar is responsible for overseeing all registrar operations including enrollment services, academic planning, academic records and registration processes for both MD and master's degree students. The Registrar has a pivotal role in ensuring accurate and timely management of student records, compliance with institutional and academic policies, and delivering excellent service to students, faculty, and administration. The Registrar works with medical and graduate program offices to ensure smooth academic operations for all MD and master's students and alumni.

Student Registration

• Oversee registration processes, course enrollment, add/drop procedures, schedule adjustments
• Collaborate with departments, faculty, program directors to coordinate course offerings, schedules, enrollment
• Advise students on registration issues, course selection, academic requirements, program guidelines
• Work with faculty advisors to ensure satisfactory academic progress while adhering to scheduling requirements

Academic Records Management Oversight

• Oversee maintenance of accurate, up-to-date academic records for students, ensure data confidentiality and integrity in accordance with institutional policies and legal regulations, eg, FERPA
• Oversee processing of grade changes, course withdrawals, leaves of absence, graduation applications
• Oversee preparation, distribution of official academic transcripts, verification of enrollment, certification documents

Compliance & Reporting

• Ensure academic records, student data comply with institutional policies, accreditation standards, regulatory requirements
• Provide accurate, timely reports on enrollment, academic performance, graduation metrics to institutional stakeholders
• Work with admissions offices to ensure accurate reporting of student data for institutional planning, accreditation reviews
• Work with financial aid office to ensure accurate reporting of student data for institutional planning, accreditation reviews, financial aid audits

Student Services & Support

• Serve as a primary contact for students regarding academic records, registration issues

Graduation & Commencement

• Oversee graduation process, ensure program requirements are met prior to degree conferral
• Coordinate with PME, OGE to verify student eligibility for graduation, prepare official documents for degree conferral
• Collaborate with University offices for graduation ceremonies

System Administration & Data Integrity

• Oversee use, management of Student Information System to ensure accurate data entry, tracking, reporting
• Keep current and advise leadership on new technology for registrar functions

Administration & Operations

• Participate in developing, implementing and enforcing academic policies and procedures
• Serve on committees, provide information, advise, make recommendations
• Provide guidance to faculty advisors regarding student issues

External Constituents

• Represent HMS on University registrars' committees
• Ensure compliance with university policies, university, state, federal mandates relevant to accredited programs, student data
• Participate in AAMC Committee on Student Records
• Serve as liaison to NBME for medical licensing exams, subject exams, as primary contact for student issues
• Work with HMS clinical affiliates and clerkship directors on clinical scheduling needs
• Collaborate with domestic, international medical schools re visiting student program, execution of AAMC Uniform Affiliation Agreements and MOUs

Collaboration & Communication

• Foster communication among faculty, staff, students to ensure clarity in academic processes, requirements
• Collaborate with academic and student services offices to develop and implement policies, procedures, initiatives that support students
• Support planning of academic dates - registration periods, exam schedules, graduation timelines

Basic Qualifications

• Bachelor's degree or equivalent work experience required
• Minimum of 8 years' relevant work experience
• Supervisory experience

Additional Qualifications and Skills

Education

• Master's degree in Higher Education Administration, Student Affairs, or a related field preferred

Experience

• Experience in academic administration, student affairs, or a related role in a higher education environment
• Experience working with both MD students and graduate-level students (Master's, PhD, or professional programs) is highly preferred
• Prior experience in a medical school or health sciences setting is a plus

Skills

• Strong proficiency with Student Information Systems (SIS) and other academic record-keeping platforms and technology tools related to academic program management, ideally including My.Harvard
• Familiarity with the structure of MD programs and graduate-level health sciences education
• Knowledge of academic policies, regulations, and compliance standards (e.g., LCME, FERPA, Title IX)
• Excellent organizational skills, with the ability to prioritize tasks and manage multiple deadlines
• Strong attention to detail and a commitment to data accuracy and confidentiality
• Excellent communication, writing and interpersonal skills, with the ability to interact effectively with students, faculty, staff and administration

Preferred Qualifications

• Familiarity with accreditation processes for MD programs (LCME) and graduate programs in health-related fields
• Knowledge of student data privacy regulations and practices (FERPA; HIPAA where applicable)
• Experience with academic scheduling software, Student Information System (SIS) technology and other higher education technologies

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? https://www.gem.com/form?formID=16341e35-cbc6-4904-88a3-09b35763307e to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/benefits-wellbeing) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Faculty & Student Services

Department Office Location

USA - MA - Boston

Job Code

S0259M FSS Registrar Mgt V

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

https://hr.harvard.edu/salary-ranges#ranges

059

Department

Program in Medical Education (PME) - Office of the Registrar

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Criminal, Education, Identity

Schedule

• Full-time position, with occasional evening and/or weekend hours, particularly during peak periods (e.g., registration, graduation)
• Hybrid schedule combining on campus and work from home, as appropriate

Commitment to Equity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

LinkedIn Recruiter Tag (for internal use only)

#LI-WG1

To apply, visit https://apptrkr.com/6121873

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