Director of Records, UME & GME (School of Medicine - Registrar's Office)

The Registrar's Office at the Johns Hopkin's University School of Medicine is seeking a Director of Records, UME & GME .

Johns Hopkins Medicine (JHM), headquartered in Baltimore, Maryland, is an $8 billion integrated global health enterprise and one of the leading health care systems in the United States. Johns Hopkins Medicine unites physicians and scientists of the Johns Hopkins University School of Medicine (JHU SOM) with the organizations, health professionals and facilities of The Johns Hopkins Hospital and Health System.

Johns Hopkins Medicine's vision, 'Together, we will deliver the promise of medicine,' is supported by its mission to improve the health of the community and the world by setting the standard of excellence in medical education, research and clinical care. Johns Hopkins Medicine educates medical students, scientists, health care professionals and the public; conducts biomedical research; and provides patient-centered medicine to prevent, diagnose and treat human illness.

The JHU SOM Director of Records, UME & GME supports around 500 medical students, approximately 1400 residents and clinical fellows and visiting medical students. This role leads a team of professional staff and reports to the SOM Associate Dean for Enrollment Management with a secondary reporting relationship and dotted line responsibility to the University Registrar.

The Director of Records is responsible for leadership and oversight of student records in a school (Division) within Johns Hopkins University. They will establish the academic calendar, create class schedules, prepare reports and statistics, and manage student information systems.

This role acts in an advisory capacity to faculty and administration in the development of academic policy and ensures smooth implementation of the provisions of academic policy. The Director advises officers of the institution, provides statistical information used for management decision-making, and partners with academic offices and faculty in their instructional and advising roles to seek process, policy, and technological solutions.

Specific Duties & Responsibilities

- Manage student records and all student systems configuration with the guidance from Office of the University Registrar.
- Oversee all records office tasks following school and university policies and operational guidelines from the Office of the University Registrar.
- Provide leadership in executing all student records related functions and in using established best practices while promoting an innovative and strategic mindset.
- Oversee all aspects of student records for every applicable term.
- Lead the collaboration with school leadership and across JHU in the assembly of the Course Catalog and Academic Calendar.
- Oversee, evaluate and improve processes and systems that provide critical data promptly to various stakeholders for enrollment and financial planning, strategic modeling and survey responses.
- Oversee the development of processes and practices that actively safeguard student data.
- Oversee the implementation of all course scheduling, classroom and final exam scheduling, and posting of grades.
- Oversee the conferral process, including but not limited to, producing the potential graduate list for commencement, all activities related to end of term, diploma and transcript orders, etc.
- Create and manage policies around changes of student status, including the processing of Drop/Adds, course withdrawals, and other administrative actions in coordination with university initiatives.
- Oversee Inter-divisional Registration and works closely with SEAM, other JHU Director of Records and the Office of the University Registrar to create a seamless process for students.
- Act as the designated school official for all enrollment-related reporting and Veteran’s Administration related to periodic audits.
- Monitor degree audits and graduation eligibility period based on progress-to-degree analyses and other student cohort data.
- Provide leadership during school commencement ceremonies.
- Collaborate with school leadership to create systems, reports, and processes that support a sophisticated data-driven environment with accurate and robust information to make decisions.
- Develop, prepare, analyze, and distribute reports for the Dean, Associate Deans, faculty and staff on enrollment at the school.
- Serve on Divisional and University committees.
- Advise students as needed.
- Perform other related duties as requested.

In addition to the duties listed above:

- Supervise a team of staff within the SOM Registrar Office.
- Act as the designated school official for all enrollment-related reporting and the Veterans Administration related to periodic audits.
- Administer the Visiting Medical Student Program and generate a medical student directory.
- Act as the Executive Chief Proctor for the NBME/USMLE activities and certify medical student eligibility for USMLE examinations.
- Coordinate with JHU Student Health and Well-Being, SOM Office of Medical Student Affairs and SOM Office of Medical Student Curriculum to ensure compliance with immunization and regulatory training requirements, including but not limited to influenza vaccination and Title VI training.

Minimum Qualifications

- Bachelor’s degree.
- Seven years of progressively responsible experience in higher education administration and records management. Experience should include at least 2 years of supervisory experience.
- Experience with student support services; student course scheduling software or similar database; experience with FERPA and other federal and state laws/policies regarding student records confidentiality and ability to interpret and apply.
- Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

- Master’s degree.
- Demonstrated progressive supervisory responsibility. At least 3 years of prior supervisory experience.

- Prior experience within a medical school, particularly within a School of Medicine registrar or records team.

Technical Skills and Expected Level of Proficiency

- Data Governance - Advanced
- Data Management and Analysis - Advanced
- Process Improvement - Advanced
- Project Management - Advanced
- Regulatory Compliance- Advanced
- Stakeholder Engagement - Advanced
- Student Information Systems - Advanced
- Student Records Policy Development - Advanced
- Technical Support and Troubleshooting - Advanced

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Director Student Records-Divisional 
Job Posting Title (Working Title): Director of Records, UME & GME (School of Medicine - Registrar's Office)   
Role/Level/Range: ACRP/04/MF  
Starting Salary Range: $76,980 - $134,995 Annually ($105,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday-Friday 
FLSA Status: Exempt 
Location: School of Medicine Campus  
Department name: SOM Admin Registrar Office   
Personnel area: School of Medicine