Enrollment Services Coordinator, WF University School of Medicine

Overview

JOB SUMMARY

As part of the enrollment services team, this position requires knowledge of enrollment services and its functions and directly assists in the coordination of medical school applications, academic records, and technology systems. Under supervision, the enrollment services coordinator assumes responsibility for all aspects of enrollment services daily operations and works independently to perform duties using judgment, discretion, and initiative.  This position interprets, communicates, and acts in accordance with the laws, regulations, accreditation, school policies, and standards for maintaining the academic records of students.  Oversees processes to ensure the ongoing integrity, security, and fulfillment of information needs.

EDUCATION/EXPERIENCE 

Bachelor’s degree in related field and 3 years’ experience; or an equivalent combination of education/experience.

ESSENTIAL FUNCTIONS

1. Working in a team, assists with the overall coordination of visiting learner office and learner management business processes.
2. Maintains an extensive knowledge of school, state, and federal laws, policies, and procedures related to processing admissions applications and academic records; keeps current on any changes.  Coordinates and recommends changes to programs and processes based on federal and state regulations, accreditation, and university policies.  Responsible for the day-to-day interpretation, implementation, and communication of policies and procedures as related to learner management and visiting learners.
3. Maintains confidentiality of student records in compliance with the Family Educational Rights and Privacy Act.  Ensures that student records are maintained in a professional and secure manner.  Interprets the rules and regulations for the retention, disposal, and archive of student records, as related to visiting student and learner management.
4. Directly supports the Director, Enterprise Learner Management.  Provides customer service to faculty, staff, students, health care providers, and administrative areas related to visiting learners and learner management. 
5. Collaborates with internal and external stakeholders to manage preparation for, processing of, and reporting on learner management and visiting students.
6. Review, analyze, assess, and process information to determine eligibility, clinical opportunity, and onboarding for visiting learners. Manages and reconciles visiting student fee collection.
7. Collaborates with Registrar to continually update on clinical placement, rotations dropped or added to ensure accuracy in Student Information System.  Evaluates and analyzes credentials for students’ applications and makes determinations for enrollment in visiting student program.  Ensures requirements are met, tracked, and recorded.
8. Manages collection, recording, maintaining, and reporting of onboarding, compliance, evaluations, and grades for visiting learners. 
9. Implements student-centered workflows that are efficient and effective; ensures requests for information are provided in a timely manner.
10. Responds to direct requests from internal and external stakeholders.  Directs complex situations regarding requirements for visiting learners and learner placements, to appropriate teammates.  Manages visiting student and CLM email boxes. Manages Visiting Learner webpages. Assists with Learner Management Preceptor Appreciation website, forms, communications/messaging content.
11. Determines needs relative to the coordination of the Visiting Student Program. Coordinates specific communications with internal and external partners for required affiliation agreements.  Assists with the AAMC’s VSLO program for M4 visiting students for both the home and host processes.  Serve as a backup for school’s Winston-Salem and Charlotte campus annual VSLO set-up.  Assists with affiliation agreement processes for all school programs as needed.
12. Develops and implements proactive business solutions to enhance the efficiency and productivity of Learner Management and visiting student business practices. Ensures that stakeholders receive accurate and up to date information.  Assists with annual training for course leaders of visiting students for both campuses.
13. Supports Admissions and Student Records by providing administrative backup/support utilizing specialized skill and expertise in Admissions and Records business processes.  Collaborates with other university units to develop and deliver a consistent message to prospective students. 
14. Assists with application follow-up by running reports, develops communication strategies for applicants, and maintains reports/spreadsheets for special populations.  As related to learner management and visiting students.
15. Assists with training and documentation of processes and procedures in all areas of enrollment services, as related to learner management and visiting students.
16. Works with staff assisting in the performance of records related activities, as related to learner management and visiting students.

SKILLS & QUALIFICATIONS

• Prior experience working with student records
• Experience with databases and spreadsheets
• Excellent organizational skills
• Demonstrated critical thinking and decision-making skills
• Strong interpersonal and customer service skills.

WORK ENVIRONMENT

• Clean, comfortable, well-lit indoor office work environment.
• Hybrid position.