Associate Registrar

The position serves as Associate Registrar at Harvard Medical School (HMS) for student information systems (SIS) and technology, sharing responsibility for the functioning of the Registrar Office operations under the supervision of the Registrar. The Associate Registrar serves as a key member of the HMS Registrar's Office's leadership team, and works closely with division leaders across academic programs, student affairs, and IT to shape academic policy and procedures in an ever-evolving atmosphere. 

The Associate Registrar is charged with leading technological initiatives for Graduate Medical Education, enhancing and maintaining technologies and business processes in full support of the student information system and all associated systems. The incumbent must understand functional aspects of the SIS, its impact on operations and functions and how enrollment data impact other constituents. In particular, the Associate Registrar works in close collaboration with HMS Information Systems on the implementation of MyHarvard, the retirement of OASIS. Further, the position works to apply technological solutions to simplify procedures, improve service, evolve reporting capabilities and lead in developing strategic programming initiatives, such as increased electronic delivery and electronic records storage/management. 

While primarily servicing the Graduate Education population, the Associate Registrar also works in conjunction with the Registrar to supplement MD student records management. 

Essential Functions: 

• Serves as liaison for IT projects associated with Registrar’s Office. 
• Assures compliance with state, federal and university regulations and guidelines. 
• Leader in maintenance and improvement critical institutional functions, such as SIS security and database access, maintenance of academic and data integrity of student systems. This position is expected to be a primary resource on confidentiality of student records (FERPA). 
• Manages student data - Annual promotion/progression of students, as well as ongoing management of student statuses (e.g., other degrees, leaves of absence, etc.). 
• Prepares for biannual tuition calculation/ term-billing for all MD/Master’s students, including special programs in MyHarvard, interfacing with central University SFS (Student Financial Services) office. 
• Onboard and provisions new students: Processes admit files; Prepares for early start students (Masters summer programs), including health coverage; Validates IDs; Oversees online Registration Checklist (My.Harvard). 
• Graduation: prepares files, reports, and stats; collaborates with Student Affairs to verify degree candidates; certifies graduates with AAMC. 
• Reporting: provides accurate institutional data and reporting in partnership with HMS Institutional Planning and Policy (IPP), IT, National Student Clearinghouse (NSC), AAMC, LCME. 
• Develop expertise with PeopleSoft data tools such as Data Warehouse, PL/SQL, OBIEE, and Query Manager. 
• Become an expert and office leader in student, course and enrollment data in order to support critical/complex student progress and enrollment functions. 
• Serves as an information resource and provides customer support to academic and administrative units. Develops business process documentation, procedures and assists with user training. 
• Oversees annual course/catalog rollover and supervises ongoing catalog maintenance. 
• Develops expertise in all Registrar Office functions including grading/evaluation, transcripts, registration, licensure, etc. 
• Provides supervision to 1 FTE report. 
• Serves on Committees commensurate with the role (e.g., EdTech Governance). 
• Performs administrative tasks (PPR, time approval, etc.) and acts on Registrar’s behalf, as needed. 
• Performs other duties as assigned.

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

Qualifications

Basic Qualifications:

• Bachelor’s degree or equivalent work experience required.
• Minimum of 7 years’ relevant work experience.

Additional Qualifications and Skills:

• Master’s degree preferred.
• Experience in health professions education preferred 1-year supervisory experience preferred.
• Familiarity with Peoplesoft data tools, such as Data Warehouse, Tableau, PL/SQL, OBIEE, Query Manager and Excel. 
• Experience using data for decision-making, reporting, and analysis.
• Expertise in Student Information Systems technology.
• Ability to architect technical processes, such as scheduling lotteries.
• Excellent written and verbal communication skills.
• Ability to prioritize and multitask with attention to detail.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity, Education, Criminal
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 058. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.