Lead Coordinator, Program Management

Baylor College of Medicine

Houston, TX

ID: 7255832 (Ref.No. 19755-en_US)
Posted: June 18, 2024

Job Description


The Registrar's Office, as a central support unit, manages academic records, enrollment, and institution-wide policy compliance. The Lead Coordinator, Program Management will offer specialized support to the School of Medicine (SOM)'s unique requirements and expands academic programs to meet the needs of our students.

This position offers the flexibility of a hybrid work arrangement.

Job Duties

• Coordinates and oversees the day-to-day operations of the Visiting Student Learning Opportunity (VSLO) program for all visiting student applications.
• Supports the achievement of strategic goals through the implementation of the VSLO program.
• Oversees the onboarding process and monitors and tracks training module completion for visiting students monthly, including orientation.
• Coordinates and oversees, set-up and manages registration for students in courses, including foundational, clinical and all electives.
• Monitors and audits VSLO activities to ensure compliance with LCME accreditation.
• Represents the Office of the Registrar in meetings with SOM deans and leadership.
• Provides leadership for the Office of the Registrar as the subject matter expert in the Medical School Elective Sub-Committee and ad hoc committees as needed.
• Serves as a liaison for the education program with the School of Medicine.
• Provides administrative support for the Director, including preparing documents/presentations and updating training guides.
• Gathers and analyzes data including preparing reports for elective enrolment detail.
• Leads the development of new processes and procedures and advances solutions to issues arising within the schools and programs, build logical approaches to address problems or opportunities while considering Registrar's Office policies and resources tailored to the unique needs of the SOM community.
• Serves as the primary source of expertise on policies, procedures, regulations, and best practices for the Registrar’s Office when working with the schools and programs, ensuring compliance with internal and external requirements.
• Provides assistance and training to the elective team.
• Leads and delegates work to the elective team to navigate the complexities of BCM electives, visiting electives, and the evolution of overall curriculum changes and processes in the SOM.
• Coordinates with various offices for visiting student documentation (ISO, OHP, HR, etc.).
• Serves as subject matter expert when communicating with faculty and department coordinators regarding elective, selective and sub-specialties registration, students, grading procedures for all students (BCM and visiting).
• Develops, manages, and executes communication and reminders with students and staff regarding processes and functions of the Registrar’s Office.
• Sends weekly communication and reminders with students and staff regarding processes.
• Oversees and manages communications that the electives team sends to all students (BCM and visiting) regarding registration schedules of all electives.
• Leads and develops general records processing with tracking students, curriculum updates, and updates in the student information system.
• Assists in the tracking of degree audits for graduating SOM students.
• Tracks and maintain updates to the electives web catalog on the public website and VSLO.
• Serves as a backup for the call for availability each semester for registration set up.
• Tracks and plans projects in the Registrar’s Office and follow up on the status of the roles and responsibilities of each project, internally and externally with schools and programs.
• Assists in managing/tracking grades and evaluations for all students (BCM and visiting); Enter grades into the student information system in a timely manner.

Minimum Qualifications

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

Preferred Qualifications

  • Bachelor's Degree.
  • Previous higher education experience.
  • Experience leading projects or processes.
  • Proficiency in Microsoft Office Suite or Student Information Systems.

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.

Baylor College of Medicine fosters diversity among its students, trainees, faculty and staff as a prerequisite to accomplishing our institutional mission, and setting standards for excellence in training healthcare providers and biomedical scientists, promoting scientific innovation, and providing patient-centered care. - Diversity, respect, and inclusiveness create an environment that is conducive to academic excellence, and strengthens our institution by increasing talent, encouraging creativity, and ensuring a broader perspective. - Diversity helps position Baylor to reduce disparities in health and healthcare access and to better address the needs of the community we serve. - Baylor is committed to recruiting and retaining outstanding students, trainees, faculty and staff from diverse backgrounds by providing a welcoming, supportive learning environment for all members of the Baylor community.