Position Description:

Under minimal supervision, the Academic Records Coordinator is responsible for the maintenance and retention of academic records for both current and former students and enforcing MCW academic policies with strict adherence to and enforcement of the Family Educational Rights and Privacy Act.

• Enters course descriptions and schedules in the appropriate database(s) and serves as a resource for academic departments who utilize this information daily.
• Coordinates, communicates, and enforces protocols and policies for registration which includes, but not limited to:
  • Resolves registration issues for current students in person, via email, telephone, or virtual meeting.
  • Make exceptions to policies concerning the enrollment and registration of students.
  • Ensure all information on the Scheduling webpage is update for students, faculty, and staff to utilize. This includes third- and fourth-year scheduling guides, away elective rotation guide.
• Coordinates Visiting Students which includes, but not limited to:
  • Updating Visiting Students Learning Opportunities (VSLO) Webpage each year.
  • Create profiles for each visiting student in our MCW current database system (MCWconnect).
  • Communicating with Course Coordinators regarding visiting students attending a rotation in their department.
  • Monitor the Visiting Student email inbox and answer all inquiries in a timely manner.
  • Communicating with visiting students each month regarding their upcoming rotation at MCW.
  • Coordinate EPIC Access for all Visiting Students for Froedtert Hospital.
  • Review protocols to ensure they are up to date for the year. If they are not, update protocols.
• Assist with reviews and processes transcript requests for current and former students through the National Student Clearinghouse (NSC) and MCW current database System (MCWconnect).
• Assists associate registrar and registrar with the residency match process. Which includes, but not limited to:
  • Communicating with the states for residency to ensure we have the correct information to send to our students who have matched in that specific state.
  • Completing Residency License forms for students in a timely manner before they begin their program on July 1st.
• Assists in preparation for Commencement which includes, but not limited to:
  • Organize and set up the Medical School Hooding Room prior to the start of Commencement.
  • Line up the graduates in their designated lines in a timely manner.
  • Assist with handing out Diplomas and collecting regalia after ceremony.
• Initiates and manages the retention of alumni records which includes,
  • Organizing and cleaning out files to be sent to be scanned
  • Uploading documents in our MCW current database System (MCWconnect) in a timely manner.
• Creates forms and develop processes to promote efficient services for faculty, staff, and students, which includes, but not limited to:
  • Registration Videos for Current Students.
  • Updating forms to fillable as needed.
  • Creating new forms as needed.
  • Creating surveys to receive feedback from current students, alumni, visiting students, faculty, and staff to ensure we have efficient processes.
• Processes, enter information and distribute the following reports:
  • Enrollment for Regional Campuses (Green Bay and Central Wisconsin)
  • Leave of Absence for all campuses and degrees at MCW
  • Family Educational Rights and Privacy Act (FERPA) Report
• Meet with medical students via virtual, on the phone or in person regarding various topics, which includes registration, away rotations, residency match, graduation and any other questions.
• Work closely with regional campuses in Green Bay and Central Wisconsin which includes, but not limited to:
  • Creating and updating internal guides for each campus regarding registration.
  • Create sections each semester in our MCW current database System (MCWconnect) specifically for that regional campus.
  • Register all regional campuses each semester (fall/spring).
• Audit all fourth-year medical students from each campus (Milwaukee, Green Bay, Central Wisconsin) to ensure they are meeting degree requirements.
• Monitor the Office of the Registrar general email inbox, respond to inquiries in a respectful and timely manner.
• Adheres to and enforces the Family Educational Rights and Privacy Act (FERPA).

Preferred Schedule:
Business hours, with need for some flexibility. Hybrid 60% remote and 40% on-campus

Position Requirements:

KNOWLEDGE, SKILLS, & ABILITIES

High degree of professionalism which includes but is not limited to strong oral and written communication skills, responsible, dependable, and cooperative behavior in a team-oriented work environment. Strong problem-solving ability as well as critical thinking skills essential. Ability to work independently on campus and virtually with little supervision essential.

Must be able to work and interface with a variety of people at many levels both internally and externally, demonstrating courtesy and consideration of others. Independently organizes and prioritizes work assignments, completes them according to the timelines and deadlines established by the department.

General knowledge of databases and Microsoft Office including Word, Outlook, and Excel. Virtual Meeting Platforms and Survey databases. Experience with student information systems helpful.

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MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination
The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

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