Xavier Ochsner College of Medicine - Assistant Registrar

Posting Details

Posting Summary

Position Title Xavier Ochsner College of Medicine - Assistant Registrar FLSA Exempt Department XOCOM - Xavier Ochsner College of Medicine Job Summary

Xavier Ochsner College of Medicine invites applications for an Assistant Registrar is the dedicated registrar professional supporting medical students enrolled at Xavier Ochsner College of Medicine and advancing the institution's mission to educate and train diverse physician leaders committed to health equity, innovation, and improved outcomes for all. The Registrar is responsible for the accuracy, integrity, confidentiality, and timely maintenance of official medical student academic records from matriculation through graduation and post-graduate verification. The role manages medical-student registration and enrollment transactions, academic-record maintenance, progression and degree-audit documentation, transcripts and certifications, graduation clearance, and medical-school-specific reporting within University Registrar policies, systems, and controls.

The Assistant Registrar works closely with Student Affairs, the Office of Medical Education, Admissions, Financial Aid, the Bursar, Information Technology, and authorized academic leaders to ensure records accurately reflect approved academic decisions and support a seamless student experience.

The position also supports FERPA compliance, Liaison Committee on Medical Education accreditation requirements, Association of American Medical Colleges student-record reporting, residency-related documentation, and continuous quality improvement. This is an individual-contributor role focused exclusively on Xavier Ochsner College of Medicine medical students and does not include staff supervision, hiring, or university-wide Registrar leadership responsibilities. AA/EOE

Minimum Qualifications

• Bachelor's degree from an accredited college or university in higher education administration, business administration, information systems, student affairs, records management, public administration, or a closely related field.
• Three or more years of progressively responsible experience in registrar operations, academic records, enrollment services, or student records management in a college or university setting.
• Demonstrated experience processing and maintaining academic records, registration or enrollment transactions, transcripts, enrollment certifications, degree-audit records, and/or graduation records.
• Working knowledge of FERPA and student-record confidentiality, access, release, amendment, retention, security, and data-integrity requirements.
• Experience using a student information system and related reporting or records-management tools, with demonstrated ability to maintain accurate data, reconcile information, and resolve record discrepancies.
• Demonstrated ability to manage detailed, deadline-driven, compliance-sensitive work while providing professional, responsive, and student-centered service.

Preferred Qualifications

• Master's degree in higher education administration, business administration, student affairs, information systems, public administration, or a related field.
• Five or more years of progressively responsible registrar, academic records, or enrollment-services experience.
• Experience in a medical school, health professions education, graduate/professional school, or similarly complex and highly regulated academic environment.
• Experience with medical school registrar functions such as academic progression records, clerkship or rotation records, degree audits, graduation certification, residency or licensure verification, and Association of American Medical Colleges student-data processes.
• Experience supporting Liaison Committee on Medical Education accreditation, educational-record confidentiality/access requirements, data requests, evidence preparation, or continuous quality improvement.

Special Requirements Summary Work Hours

Full time

KSA's

Knowledge, Education, Experience, and Proficiencies

• Strong knowledge of registrar operations, academic records administration, registration and enrollment processes, transcript practices, degree audit, graduation certification, and student-record lifecycle management.
• Working knowledge of FERPA and the principles governing confidentiality, appropriate access, release, amendment, retention, security, and correction of student educational records.
• Exceptional accuracy, attention to detail, data stewardship, and quality-control skills when processing high-stakes academic records and official student documentation.
• Strong analytical and problem-solving skills with the ability to reconcile data across systems, investigate discrepancies, interpret policies and curricular requirements, and prepare accurate reports.
• Excellent written and verbal communication skills with the ability to explain registrar policies and complex record processes in clear, student-friendly language.
• Strong organization, time management, prioritization, independent judgment, confidentiality, and follow-through while managing multiple academic calendars, deadlines, student requests, and reporting cycles.
• Ability to collaborate effectively across Registrar Services, Medical Education, Student Affairs, Admissions, Financial Aid, the Bursar, Information Technology, faculty, and academic leadership while maintaining clear role boundaries and escalation pathways.
• Proficiency with Microsoft Excel, Word, and PowerPoint and the ability to learn and effectively use student information, records, reporting, workflow, document-management, and medical education systems.
• Ability to remain current on changing institutional policies, regulatory requirements, accreditation expectations, and medical-education administrative practices.

Essential Duties and Responsibilities

Essential Duties and Responsibilities Description

Medical Student Records, Registration & Enrollment Administration

• Maintain complete, accurate, timely, and confidential official academic and enrollment records for Xavier Ochsner College of Medicine medical students from matriculation through graduation and post-graduate verification.
• Process registration, enrollment, course and clerkship enrollment changes, approved schedule or status adjustments, and other registrar transactions based on authorized academic actions and the approved medical education curriculum.
• Post, verify, and maintain authorized grades, credits, academic terms, enrollment status, program information, anticipated graduation dates, and other approved academic-record elements; investigate and resolve discrepancies through established workflows.
• Process authorized student-status changes, including leaves of absence, returns from leave, withdrawals, dismissals, reinstatements, and other progression-related changes after receipt of appropriate institutional approvals.
• Produce official transcripts, enrollment certifications, letters of good standing, attendance or loan-deferment certifications, and other approved academic-record documents accurately and within established service standards.
• Maintain secure, organized, and audit-ready electronic and/or physical records in accordance with University record-retention, confidentiality, access, data-governance, and security requirements.

Essential Duties and Responsibilities Description

Academic Progression, Degree Audit & Graduation Certification

• Maintain degree-audit and progression records and verify completion of approved curricular requirements necessary for advancement, degree conferral, and graduation clearance.
• Record promotion, remediation, repeat, leave, dismissal, reinstatement, and graduation decisions only after formal notification by the authorized committee or academic leader, maintaining clear separation between academic decision-making and registrar record administration.
• Monitor completion milestones and anticipated graduation dates and identify missing, inconsistent, or unresolved record items early enough to support timely progression and degree completion.
• Coordinate registrar-related activities for graduation and degree conferral, including final record review, graduation clearance, degree posting, diploma-data verification, and maintenance of the permanent academic record.
• Complete authorized enrollment, academic-standing, degree, and graduation verifications for residency programs, state medical boards, credentialing organizations, hospitals, lenders, government agencies, and other approved entities.
• Support official record documentation needed for student transition to residency and graduate medical education while maintaining appropriate confidentiality and role boundaries.

Essential Duties and Responsibilities Description

Compliance, Reporting, Accreditation & Data Integrity

• Apply the Family Educational Rights and Privacy Act (FERPA), University policies, and applicable federal and state requirements governing the privacy, access, release, amendment, retention, and security of medical student educational records.
• Support compliance with Liaison Committee on Medical Education requirements related to confidentiality of student educational records and student access to and challenge of educational records, including maintaining clear procedures, access controls, and supporting documentation.
• Prepare, validate, reconcile, and maintain medical-student records data for institutional and external reporting, including the National Student Clearinghouse, Association of American Medical Colleges, IPEDS, accreditation, enrollment, graduation, and other required reports as assigned.
• Perform routine data audits and cross-system reconciliations to identify duplicate, missing, inconsistent, or inaccurate records and coordinate timely correction with the appropriate system owner or institutional partner.
• Maintain registrar procedures, data definitions, calendars, quality-control checks, audit trails, and evidence needed for compliance reviews, accreditation activities, and continuous quality improvement.
• Contribute accurate documentation, data, and evidence for Liaison Committee on Medical Education self-study and data collection activities, site-visit preparation, and other institutional accreditation or compliance reviews.

Essential Duties and Responsibilities Description

AAMC, Residency & External Records Support

• Maintain accurate medical student enrollment and progression information in the Association of American Medical Colleges Student Records System, including required matriculation, class-promotion, status, and graduation-certification activities.
• Support the institution's Designated Dean's Office and Electronic Residency Application Service workflows by preparing and providing official medical school transcripts and other registrar-controlled source documentation in accordance with institutional procedures.
• Provide accurate registrar-controlled data and official record verification needed for residency application, Match, licensure, credentialing, graduate medical education, and other post-graduate processes as authorized by institutional policy.
• Support official enrollment and academic-record documentation associated with approved visiting or away educational experiences and applicable medical education systems when registrar verification is required.
• Monitor annual external deadlines and documentation requirements affecting enrollment certification, transcripts, class promotion, graduation certification, residency documentation, and external reporting; escalate risks or delays promptly.

Essential Duties and Responsibilities Description

Medical Student Service, Collaboration & Continuous Improvement

• Serve as the primary day-to-day registrar resource for Xavier Ochsner College of Medicine medical students, providing clear guidance regarding registration, enrollment status, transcripts, academic records, degree requirements, graduation documentation, record access, and related processes.
• Collaborate with Student Affairs, the Office of Medical Education, Admissions, Financial Aid, the Bursar, Information Technology, faculty, academic leadership, and the University Registrar to provide coordinated and timely student service while maintaining clear role boundaries.
• Maintain registrar communications, forms, student-facing guidance, process maps, and web content specific to Xavier Ochsner College of Medicine for accuracy, accessibility, clarity, and alignment with current policy.
• Participate in medical student orientation, onboarding, registration activities, graduation preparation, and other programs requiring registrar expertise or official-record support.
• Identify recurring questions, processing delays, data-quality issues, and service barriers and recommend workflow, technology, communication, or policy improvements that strengthen accuracy, timeliness, compliance, and the medical student experience.
• Maintain current knowledge of registrar best practices, medical education operations, Association of American Medical Colleges systems and processes, FERPA requirements, accreditation expectations, and University policies; perform other related duties as assigned consistent with the scope of the position.

Posting Detail Information

Posting Number S516P Number of Vacancies 1 Desired Start Date 01/04/2027 Position End Date (if temporary) Posting Date 10/28/2026 Application Review Date Closing Date Open Until Filled Yes Special Instructions to Applicants

Attach only your resume, cover letter and contact information for three references.

Quicklink for Posting https://jobs.xula.edu/postings/4046

About Xavier

About Xavier

Founded in 1925 by Saint Katharine Drexel and the Sisters of the Blessed Sacrament, Xavier is the only Catholic Historically Black University in the United States. Located in New Orleans, the University strives to contribute to a more just and humane society by preparing its students to assume roles of leadership and service in a global society. Xavier prides itself in its diverse learning and teaching environment that incorporates a variety of educational practices, including research and service learning.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents

• Resume
• Cover Letter
• Other

Optional Documents

• Letter of Recommendation
• Curriculum Vitae