Associate Registrar (Office of the Registrar for the School of Medicine)

Associate Registrar (Office of the Registrar for the School of Medicine)

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Associate Registrar (Office of the Registrar for the School of Medicine)

Job Profile Title
Associate Director B

Job Description Summary
Responsible for the management of the administrative and operational activities of the Office of the Registrar in the School of Medicine. This includes maintaining academic records, ensuring their accuracy, security, and integrity, and making records/student data available as appropriate.

Job Description

Responsible for the management of the administrative and operational activities of the Office of the Registrar in the School of Medicine. This includes maintaining academic records, ensuring their accuracy, security, and integrity, and making records/student data available as appropriate.

  • Maintain school-wide systems and database for student records and files including, but not limited to, student grades, assessment results, transcripts, student schedules.
  • Manage student enrollment and academic status, which entails a high level of accuracy since these effects the school's permanent records and the students' billing/tuition information. Manage enrollment in non-school of medicine programs. Update and synchronize multiple systems (e.g. Oasis, SMS, AAMC SRS).
  • Manages annual and semi-annual processes: (a) Manage new matriculant processes by ensuring all drops/adds are properly handled after rollover from Admissions systems to registrar systems. Multiple systems are involved and timelines are critical. (b) Manage the annual process to increment students' classifications (e.g. SMS, SRS, and AAMC SRS). Edits all systems as needed. Runs multiple queries, checks for discrepancies, and problem solve issues. (c) Manages annual process to order diplomas and enter degree checkout status in Banner. (d) Manage semi-annual processes to verify that students' University registration records, and school codes are correct, impacting billing and tuition. Analyzes data to identify and rectify discrepancies by comparing School of Medicine records with University records. Contacts students to resolve issues. (e) Manage graduation audit process, and coordinate with scheduling coordinators to ensure that students are scheduled to meet all requirements. (f) Manages annual process to order diplomas and enter degree checkout status in Banner (g) Maintain class and faculty lists
  • Manage tuition reconciliation and liaise with fin regarding tuition charges.
  • Publish important academic calendar and course catalogue. Maintain and publish student information related to registration, scheduling policies and processes.
  • Manage responses to internal and external information requests. Provide data extracts, enrollment reports, etc.; reconcile and ensure accuracy of all reports, all in a timely fashion; build reporting packages as needed.
  • Under the guidance of the Director of Assessment and Student Data build analytic data sets and dashboards pulling data from various internal sources and conduct analyses for evaluation and research reports. Provides psychometric analysis of data.
  • Assures compliance for all requirements (IDs, Network IDs and Medview accounts, EMR training and monitors account generations).
  • Provide support to grading/assessment coordinator. Duties as assigned.


Bachelor's degree and 2-3 years of experience or an equivalent combination of education and experience required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$43,919.00 - $66,183.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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