Loyola University Chicago is hiring a Director for the Office of Registration & Records at the Stritch School of Medicine. The Director leads and manages daily operations of student records, registration, and credentialing services, ensuring compliance with regulations and coordination with internal departments and external partners. They also oversee data management, academic scheduling, and supervise staff to support students and alumni effectively.
Highlights
Lead strategic direction and daily operations of the Office of Registration and Records for Stritch School of Medicine.
Maintain accurate academic records and ensure confidentiality per federal and state laws including FERPA.
Administer credentialing services including USMLE exam registration and verification of graduation requirements.
Serve as database expert, coordinate with IT for system enhancements, and oversee data accuracy and reporting.
Supervise a team of three staff members including Assistant Director and Registration Specialist.
Use Microsoft Office suite and Crystal Reports; PeopleSoft and other academic software preferred.
Required qualifications include a Bachelor’s Degree and 6-10 years higher education experience with preference for medical school registrar office experience; 3-5 years managing a team.
Manage office budget, academic calendar publications, and commencement activities.
Collaborate with internal university offices and external partners like NBME, AAMC, and state/federal agencies.
Director, Office of Registration & Records - LSC Full Description
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As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at www.luc.edu/mission/. For information about the university’s focus on transformative education, they should consult our website at www.luc.edu/transformativeed.
Position Details
Job Title | DIR REGISTRATION & RECORDS LSC Position Number | 8102831 Job Category | University Staff Job Type | Full-Time FLSA Status | Exempt Campus | Department Name | STUDENT AFFAIRS Location Code | STUDENT AFFS-REGIS & RECORDS (06412E) Is this split and/or fully grant funded? | No Duties and Responsibilities | I. Position Summary:
The Director of the Office of Registration and Records (ORR) in the Stritch School of Medicine is responsible for the strategic direction, management, and coordination of daily operations to ensure regulatory compliance, maintenance of student records, and oversight of the registration process. The Director also provides leadership and support in developing and maintaining effective linkages between ORR and the needs of other Stritch functional areas, including Admissions & Recruitment, Financial Aid, Student Affairs, Educational Affairs, and Alumni Affairs, as well as university offices, such as the University’s office of Registration & Records and the Graduate School. The Director also coordinates with external partners such as the Edward Hines, Jr. VA Hospital, the Association of American Medical Colleges Student Records System, the National Board of Medical Examiners, and state, national, and federal agencies to ensure that policies and procedures are followed in order to provide the highest level of academic integrity and quality student services and alumni medical licensure and credentialing services. II. Position Responsibilities include but are not limited to:
RECORDS MANAGEMENT Maintain accurate academic records for Stritch School of Medicine (SSOM) students ensuring data confidentiality and integrity in accordance with institutional policies, federal and state educational laws and accreditation requirements. (e.g. Department of Education/Title IV, FERPA, Clearinghouse, Solomon Amendment, Etc.) Respond to legal inquiries and subpoenas of academic records for current and former students Provide direction and oversight of key processes, such as transcript evaluations, student certifications, attendance record keeping, visiting student records, grade processing and progression, and student orientations. Management of document retention and storage including the preservation of archival records Audit progress of Stritch medical students toward fulfilling requirements for Doctor of Medicine degree and verify eligibility for M.D. degree Oversee development and maintenance of publications, website pages, and the student directory REGISTRATION AND DATA MANAGEMENTCollect, analyze, and disseminate data/reports and responses to administration and other internal and external constituents, e.g., annual enrollment and retention reports, student demographics, AAMC Student Records System, IBHE grant report, LCME database Manage registration and enrollment activities, including MD/PhD program and Hines VA badging process for new and returning students Coordinate schedules for clinical clerkship experiences with students and teaching departments Advise students regarding requirements for and planning of clinical assignments Manage AAMC Visiting Student Learning Opportunities (VSLO) process for visiting students from US and non-US medical schools Manage scheduling for visiting students, including verifying academic standing at home school, acquiring documents of malpractice insurance coverage, immunization records, and compliance with other state and medical center requirements Provide leadership in planning, development, and publication of academic class calendars and schedules Manage updates to annual policy manuals and Elective Catalog SYSTEM ADMINISTRATIONServe as the database expert for the student operating system and other system wide program reporting systems Confer with information systems and medical information systems regarding student grading system, programming needs and coordination of system projects Monitor effectiveness of current data structures, reports, and procedures, and make enhancements as necessary. Oversee accuracy, timeliness and completeness of data entry functions Interface registration and records system with other student-related databases in medical school and university CREDENTIALING SERVICESDevelop, Implement, and enforce policies and procedures related to all credentialing services, including adherence to university and other agency guidelines, and state and federal laws Provide enrollment/graduation verification services to students, former students, and graduates Verify enrollment dates, progress, and graduation eligibility or completion to support graduate medical training and medical licensure applications Manage registration of students for the USMLE Step 1 and Step 2 examinations; verify students’ completion of USMLE graduation requirements Serve as Executive Chief Proctor for NBME subject examination services contracted by the medical school; identify and train assistant proctors ACADEMIC FUNCTIONSManage functions for commencement and other academic ceremonies Participate in class and program orientations, Family Weekend, Match Week, St. Luke’s activities and other school functions as expected of senior administrative staff Collaborate with campus partners including student service offices, deans’ offices, research office, and school/medical center/university committees Participate in external professional groups, such as NBME, NRMP, AACRAO, and AAMC, Central Group on Student Affairs and attend selected regional and national meetings as necessary OFFICE ADMINISTRATION AND FINANCESupervise staff of 3, including Assistant Director, Records Coordinator and Registration Specialist Create and publish academic calendars Recommend budget-related ORR operations Manages Commencement Budget Responsible for use of ProCard for payment of student pager accounts, replacement diplomas, and graduation supplies, as needed, and monthly ProCard reporting. List any certificates, credentials, or licenses required to perform the duties of this position. Delete this section. The information listed here in the current job description is redundant to the “preferred qualifications.”
Computer Skills Microsoft Office suite (Word, Excel, Outlook, PowerPoint) Crystal Reports Preferred: PeopleSoft, other academic software and database applications Preferred Qualifications Minimum Education: Bachelor’s Degree required; Master’s Degree OR equivalent training acquired via work experience or education preferred Minimum Experience: 6-10 years experience in a higher education environment required, with strong preference for experience in a registrar’s office in a medical school setting 3-5 years’ experience managing a team of 2 or more Minimum Education and/or Work Experience | Preferred QualificationsMinimum Education: Bachelor’s Degree required; Master’s Degree OR equivalent training acquired via work experience or education preferred Minimum Experience: 6-10 years experience in a higher education environment required with strong preference for experience in a registrar’s office in a medical school setting 3-5 years’ experience managing a team of 2 or more Qualifications | Minimum Education: Bachelor’s Degree required; Master’s Degree OR equivalent training acquired via work experience or education preferred Minimum Experience: 6-10 years experience in a higher education environment required with strong preference for experience in a registrar’s office in a medical school setting 3-5 years experience managing a team of 2 or more Certificates/Credentials/Licenses | Preferred QualificationsMinimum Education: Bachelor’s Degree required; Master’s Degree OR equivalent training acquired via work experience or education preferred Minimum Experience: 6-10 years experience in a higher education environment required with strong preference for experience in a registrar’s office in a medical school setting 3-5 years experience managing a team of 2 or more Computer Skills | Computer Skills Microsoft Office suite (Word, Excel, Outlook, PowerPoint) Crystal Reports Preferred: PeopleSoft, other academic software and database applications Supervisory Responsibilities | Yes Required operation of university owned vehicles | No Does this position require direct animal or patient contact? | No Physical Demands | None Working Conditions | None Open Date | 08/12/2025 Close Date | Position Maximum Salary or Hourly Rate | $100,000 Position Minimum Salary or Hourly Rate | $90,000 Special Instructions to Applicants | As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at www.luc.edu/mission/. For information about the university’s focus on transformative education, they should consult our website at www.luc.edu/transformativeed.
About Loyola University Chicago | Founded in 1870, Loyola University Chicago is one of the nation’s largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes—including Business, Law, Medicine, Nursing, and Health Sciences—Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation’s top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country’s most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.
Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here.
Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University’s Nondiscrimination Policy. Quick Link for Posting | https://www.careers.luc.edu/postings/33639
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