New

Admissions and Records Coordinator (2757)

SIU Medicine
$3,681.73 - $4,049.90 Monthly
medical insurance, dental insurance, life insurance, paid time off, paid holidays, sick time, extended sick time, tuition reimbursement, 403(b), retirement plan
United States, Illinois, Springfield
Feb 03, 2026
We recommend using the following browsers to complete the application: Desktop: Google Chrome, Edge with Chromium Mobile: Google Chrome, Safari Description Under minimal direction of the Senior Associate Dean for Education and Curriculum, this position will serve as a professional coordinator in registration and records activities and serves as Registrar for Years 3 and4. Examples of Duties 70%Serves as EMPOWER (student information system) coordinator for SIUSOM. This includes but is not limited to: Supervise Registrar in the Office of Student Affairs. Training others in Empower including faculty, students and staff. Responsible for entering, verifying and maintaining course curriculum data, degree audit data, course instructor data and course schedule data in the Student Information System. Evaluate students' credentials to determine completion of requirements and to ensure compliance with university policies for degree awarding. Recommends changes as appropriate Actively participants in Orientation of Year 3 and 4students. Actively participates in the planning and formulation of Year 3 and 4 policy and procedure manuals. Counsel and advises students on university academic requirements for clerkship, selective/elective requirements, individually designed elective/selective proposals and for absence and vacation scheduling. Responsible for completion of application paperwork (hard-copy or electronic) for students applying to off-campus electives which may also include coordination of Clinical Affiliation Agreements. Responsible for organizing clerkship and selective\elective activities, including preparing, developing and maintaining schedules for each student for all four years of the curriculum as well as visiting medical students. Responsible for scheduling individualized educational activities (for instance: individualized USMLE preparation, research, or clerkship remediation) based on participant interest and faculty/clinical associate availability, with responsibility for recommending alternatives. Responsible for producing a master schedule of all activities by student and by experience. Responsible for ensuring that student evaluations are received and reported by the appropriate faculty in a timely manner. Responsible for imputing grades across all years of the curriculum into the Student Information System. Serves as an advisor to Year 3 and Year 4 curriculum committees with regards to records, policies and procedures. Compose written material related to assigned duties. Responsible for maintaining enrollment data and prepares reports of annual elective enrollment for distribution to the administration and faculty. This includes: Maintaining accurate and complete student records of educational activities across all four years of the curriculum in accordance with accreditation standards. Monitoring student educational activities to ensure that all requirements are being met. Interprets records, policies & procedures to advise students and/or their electives advisor of potential problems. ensuring that faculty evaluate all student courses in Years 1 through 4 in a timely manner. Providing regular feedback of student evaluation compilations to the Sr. Associate Dean for Education and Curriculum, the Associate Dean for Student Affairs, the relevant Curriculum Directors, and the Chairman of the Student Progress Committee. Collect data, prepare reports, review materials, and monitor educational policy issues pertinent to Years 1 through 4, SPC, and to the SIU School of Medicine curriculum. Coordinate the academic experience of the visiting medical student program through which both U.S. and foreign medical students participate in SIU electives. (international students are approved by the Dean of Student Affairs on a case-by-case basis)This includes but is not limited to: Visiting medical student applications are received and processed using AAMC visiting student software(VSLO). Working with faculty to develop individualized schedule of activities. Register approved visiting medical student into the Student Information Systems (Empower). 20%Provide staff support for the Student Progress Committee (SPC) by preparing meeting agendas, reports, and handouts and documenting and disseminating meeting minutes as required. This includes reviewing student academic performance and preparing summaries for review by faculty; drafting technical, detailed letters and memos to students and faculty, outlining SPC decisions and directives; working with students to implement SPC decisions and directives into their schedules; and scheduling and staffing Student Dismissal Meetings as necessary. Monitor student progress in Years 1 through 4 and provide reports as requested. This includes: reviewing evaluations of students as they are received from unit chairs and elective faculty (very high degree of confidentiality required) and reporting students demonstrating academic difficulty to the attention of the Senior Associate Dean for Education and Curriculum, Associate Dean for Student Affairs, the relevant Curriculum Directors, and the Chairman of the Student Progress Committee (very high degree of independent judgment and decision-making). developing and maintaining a system for monitoring students throughout their educational experience, with follow-up mechanisms for unusual evaluations. developing and conducting a procedure for pre-advisement about students with potential problems to clerkship coordinators and elective advisors to ensure that students are assigned to appropriate mentors and faculty. 5% Respond to inquiries from the public, students, faculty and staff, using discretion and good judgment on records and policies and procedures. 5% Other duties as assigned. Qualifications Credentials to be Verified by Placement Officer High school diploma or equivalent. Any one or combination totaling four (4) years (48 months) from the categories below: Course work in any discipline as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) 60 semester hours or an Associate's Degree equals eighteen months (18 months) 90 semester hours equals two (2) years (24 months) 120 semester hours or a Bachelor's degree equals three (3) years (36 months) A Master's degree equals four (4) years (48 months) Work experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience. One (1) year (12 months) of supervisory or administrative experience in administrative support, admissions and enrollment, customer service, public relations, records management, or closely related experience. Knowledge, Skills & Abilities (KSA's) Knowledge of principles and processes for providing customer service. Knowledge of basic math, algebra, statistics, and their applications, as needed. knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. Knowledge of electronic equipment, computer hardware and software, and their applications. Ability to identify measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system. Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Ability to exhibit strong organizational skills and maintain detailed, accurate records. Ability to communicate effectively for the needs of the audience. Ability to interpret work related documents, policies, and procedures. Ability to work independently and effectively organize and prioritize multiple tasks. Ability to process and handle confidential information with discretion. Condition of Employment Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date. Supplemental Information If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm. *The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education,* *patient care,* *research and service to the community.* The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the "Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act." Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law. Pre-employment background screenings required.