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Under the general direction of the Office of Medical Education, performs a variety of duties and responsibilities related to medical education registration involving medical education learner onboarding and off-boarding, scheduling, and creating and maintaining learner electronic files. In all, the medical education registrar is expected to be a strong and creative administrator, capable of working collaboratively with faculty, staff, coordinators, and learners and someone who knows how to use the expertise and resources of the department to serve all those involved. This position also requires proper handling of confidential information, exceptional professional etiquette, and high-quality customer service.
Responsibilities
SYSTEMS MANAGEMENT
Creates and maintains Smartsheet sheets, reports, workflows, and dashboards for registration system.
Monitors and optimizes Smartsheet solutions to improve efficiency and accuracy of registration system.
Serves as an expert resource for Smartsheet and Request Access System (RAS), the registration management systems.
Develops and implements everyday Smartsheet logistics, related policies, procedures and processes, which include management of registration and learner rosters.
Ensures all required registration documentation and information in the learner management systems meets regulatory requirements, good documentation practices, and is stored in a manner that can be retrieved quickly and efficiently when needed during daily operations and during inspections.
Investigates and resolves any data or system inconsistencies or discrepancies.
Partners with Information Technology Services on the maintenance and development of learner information systems.
Anticipates problems prior to occurrence and independently finds and implements solutions.
LEARNER MANAGEMENT
Manages all aspects of development, coordination and administration of onboarding and off-boarding process for incoming, renewing, and graduating medical students, residents and fellows.
Ensures all coordinators and learners have submitted the needed documentation for learner registrations.
Tracks and updates new, returning and graduating learner records in the registration management systems continuously.
Tracks and updates new and returning learner schedules in the registration management systems continuously.
Communicates directly with learners and coordinators, as needed, about issues related to their registration and/or schedule.
Facilitates collection of learner privileges and enters learner approved privileges into institution's online privilege system.
Serves as a liaison between the department and learners, coordinators, and site directors regarding learner registrations and records.
Corresponds with learners regarding registration and cancelation of technology training courses.
Coordinates badging and parking privileges.
Troubleshoots and resolve all records and registration concerns.
CONTRACT MANAGMENT
Collaborates with colleges and universities to obtain new and renewing contract affiliation agreements for learner placement in collaboration with clinical leadership and the legal department.
Monitors and tracks affiliation agreement statuses and reports pending expirations to leadership semi-annually.
REPORTING
Develops and generates statistic reports for management and advises leadership of action required based on the reports.
Assist in the preparation of reports for internal and external audits.
Completes quarterly compliance reviews of registration documentation, procedures and policies.
ADMINISTRATION
Develops registration guidelines for administrative staff to ensure accurate and knowledgeable use of the registration system.
Develops, recommends and implements administrative and operational protocols for department.
Creates, maintains and updates departmental training materials and job aids.
Trains other departmental staff who interact with the registration management systems
Hosts meetings in order to educate program coordinators on onboarding and off-boarding procedures
Performs other duties as assigned.
Qualifications
EDUCATION and/or EXPERIENCE REQUIRED
Associate's degree required, bachelor's degree preferred with 5 years progressively increasing experiences directly related to the duties and responsibilities specified, or equivalent.
Knowledge of:
Smartsheet
Microsoft Windows operating system, intermediate to advanced skills in Microsoft Word, Power Point and Excel.
Process improvements relevant to the learner records and registration documentation.
Skills
Strong data entry and data management experience/skills
Excellent interpersonal communication
Ability To:
Support for the mission, values and goals of the organization through behaviors that are consistent with the Connecticut Children's standards
Perform any functions deemed necessary for the successful attainment of Connecticut Children's strategic objectives. Work effectively with all levels of organization; understands and applies knowledge of department/organizational policies and procedures to resolve complex problems and meet registration needs of learners.
Stay informed of new developments, methods, practices and techniques in the registration Industry and shares knowledge with others within the organization to ensure a forward-thinking approach and focus for registrations.
Demonstrate commitment to quality customer service, team building, leadership and forward thinking.
Attends to administrative detail utilizing initiative, problem analysis techniques, good judgment and confidentiality.
Be proficient in organization, attention to detail, multitasking, dependability, and trustworthiness.
About Us
Connecticut Children's is the only health system in Connecticut that is 100% dedicated to children. Established on a legacy that spans more than 100 years, Connecticut Children's offers personalized medical care in more than 30 pediatric specialties across Connecticut and in two other states. Our transformational growth establishes us as a destination for specialized medicine and enables us to reach more children in locations that are closer to home. Our breakthrough research, superior education and training, innovative community partnerships, and commitment to diversity, equity and inclusion provide a welcoming and inspiring environment for our patients, families and team members.
At Connecticut Children's, treating children isn't just our job - it's our passion. As a leading children's health system experiencing steady growth, we're excited to expand our team with exceptional team members who share our vision of transforming children's health and well-being as one team.