Summary

The Lead Coordinator, Program Management is a member of the Office of the Registrar and reports directly to the Director Academic Services & Registrar as part of the Registrar's Office team. This position is responsible for coordinating the day-to-day administration of the School of Medicine's Visiting Student Learning Opportunities (VSLO) program for both home and visiting students. The role works collaboratively with academic departments and institutional partners to support visiting student recruitment, application processing, registration, onboarding, student records, and compliance with institutional policies and accreditation requirements. The position also provides operational support for Registrar's Office functions, including records management, enrollment activities, reporting, and customer service, while contributing to the continuous improvement of Registrar processes and services.

This position offers the flexibility of a hybrid work schedule.

Job Duties

Registrar's Office Operations
• Assists with additional Registrar's Office functions and special projects related to student records, registration, enrollment, academic services, compliance, and other operational priorities as assigned by the Registrar.
• Assists with registration, enrollment, and record-related activities for visiting students and home elective programs.
• Provides backup support for grade and evaluation processing for BCM and visiting students, including timely entry and maintenance of records in the student information system.

VSLO Program Administration
• Coordinates the day-to-day operations of the Visiting Student Learning Opportunities (VSLO) program for both Home and Host student programs, including eligibility review and access.
• Supports implementation of VSLO program initiatives, updates, and activities for the School of Medicine.
• Maintains and update elective information in VSLO and the electives web catalog to ensure accuracy and timely publication.
• Generates and maintain reports, records, and tracking tools related to visiting student applications, onboarding, enrollment, and program outcomes.
• Monitors and audit VSLO activities and records to support compliance with institutional policies and LCME accreditation requirements.

VSLO Application Processing and Student Onboarding
• Coordinates visiting student application processing, including collection of departmental availability, VSLO setup, eligibility review, student verifications, and application release.
• Manages post-decision processes for visiting students, including payment collection, Sponsored Guests Accounts (SGA) distribution, onboarding requirements, orientation, and coordination with external offices.
• Coordinates with internal and external offices, including OHP, ISO, Human Resources, Security, and academic departments, to ensure completion of required visiting student documentation and onboarding activities.
• Monitors and track completion of onboarding requirements, training modules, and orientation activities for visiting students.

Customer Service and Collaboration
• Responds to inquiries from students, faculty, and departmental coordinators regarding VSLO processes, visiting student requirements, and elective participation.
• Facilitates training for new VSLO users and provide annual refresher training for existing users.

Continuous Improvement
• Supportscontinuous improvement of visiting student processes and procedures to enhance operational efficiency and customer service.
• Performs other duties and special projects in support of the Office of the Registrar, including student records, registration, enrollment, compliance, and operational initiatives, as assigned by the Registrar. 
• Performs other related duties as assigned

Minimum Qualifications

• Bachelor's degree; four years of relevant work experience accepted in lieu of degree.
• Two years of relevant experience.

Preferred Qualifications

• Masters Degree preferred.
• Prior higher education experience preferred.