Student Records Assistant III

The College of Medicine - Tucson's Office of Student Affairs is seeking a Student Records Assistant. This position is responsible for providing administrative support to the student records team and sub-units. The position's duties and responsibilities involve supporting academic record functions throughout the student life cycle. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to maintain confidentiality while providing excellent customer service to medical students.

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Student Compliance and Credentialing Support:

• Oversee the My Clinical Exchange (MCE) platform to ensure students maintain credentialing compliance for access to Banner Health facilities and CERNER.
• Create MCE requests and add students to approved rotations. Contact and remind students about maintaining compliance.
• Manage visiting student applications via the Visiting Student Learning Opportunities (VSLO) platform: Review incoming and outgoing applications, verify required documentation, and forward applications to the proper departments.
• Respond to visiting students' inquiries and provide guidance as needed.
• Support COM-T students' VSLO applications by collecting missing documents, completing verification, and releasing applications to Away programs.
• Participates in process improvement initiatives and contributes ideas to enhance office efficiency and service delivery.

Administrative and Records Support:

• Assist the Director of Student Records/Registrar with alumni medical education verification requests.
• Manage and store documents in DocuWare and support data entry tasks.
• Help create new student resources and update existing information sheets, presentations, and databases. Assist with creating training resources/guides for the office.
• Assists with training new staff or student assistants on procedures, policies, and system use to ensure consistency and accuracy across operations.

Student Account and Hold Management:

• Assist in running service indicator reports and following up with students who have Health Holds or past-due balance holds to ensure compliance.
• Communicate with the Senior Program Coordinator regarding revoking holds for scheduling purposes.

Academic Scheduling Support:

• Assist the Director of Student Records/Registrar with building new term sections to maintain an accurate schedule of classes.
• Acts as a resource for coordinators, faculty, and students regarding student records, compliance, and registration processes.

Event and Team Support:

• Support Student Affairs events, including White Coat Ceremony, Medical Student Orientation, Convocation, and Match Day.
• Provide administrative support to other Student Affairs sub-units as needed.

Knowledge, Skills, & Abilities:

• Ability to communicate effectively with different groups/individuals and work in team.
• Ability to handle confidential and sensitive information.
• Knowledge of MS Office applications (Word, Excel, Adobe, Outlook).

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Minimum of 5 years of relevant administrative experience, or equivalent combination of education and work experience.