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Assistant Registrar

Assistant Registrar

Job ID 
Einstein/Resnick - Bronx
Posting Date 
Employee Classification 
Office of Student Affairs
Position Type 
Regular Full-Time

More information about this job


Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.


Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).


Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.


The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.




The Assistant Registrar works collaboratively with the Registrar in the maintenance and integrity of all medical student academic records. This includes registration and enrollment activities, maintaining student records, staff supervision and providing excellent customer service to current and former MD students, faculty, and administration throughout the University as well as external organizations. 


The Assistant Registrar will:

  • Manage the registration of all senior year electives
  • Communicate with course leaders regarding placement of students at clinical sites and rotation dates and deadlines
  • Review and screen all visiting student applications using the Visiting Student Application Service (VSAS) to Einstein and it’s affiliates; inform students of acceptance and coordinate enrollment in clinical electives
  • Assist in registering non-Einstein students who will conduct summer research
  • Coordinate student-exchange programs for both Einstein students and international students. This includes (for exchange students) but is not limited to, preparation of documents for Visas, arranging housing, processing stipends and reimbursements, conducting orientation and registration for clinical electives while on campus.
  • Advise students regarding degree requirements and registration procedures.
  • Oversee updates of elective catalog and website
  • Track elective evaluation comments/feedback for Einstein’s accrediting agency
  • Ensure compliance with academic, regulatory and accreditation policies and requirements; oversee routine and ad hoc data reporting. 
  • In the absence of the Registrar, serve as a resource person in interpreting policies as it relates to the records and registration.
  • Maintain confidentiality and appropriately handle sensitive communications with faculty, administrators, students, and external agencies.
  • Certify student enrollment, degree verification and processes necessary documentation to support student and prior students' eligibility for examinations, licensure, and academic appointments.
  • Develop timelines for degree audit and academic clearances.
  • Identify and solve complex problems to ensure that data integrity and processes meet service expectations.
  • Perform other related duties as assigned.
  • Advise students regarding degree requirements and registration procedures.
  • Registering students, updating schedules, and running lotteries in the One45 software system.
  • Perform additional duties as assigned.


A Bachelor's degree and 3-5 years of experience in higher education is required, Registrar's office experience preferred. Proficiency and experience working with an integrated student information system (such as Banner) and comprehensive knowledge of FERPA is essential. Working knowledge of software applications such as Excel, Word, Adobe Acrobat, database management and proficiency in scanning and use of Internet are also required.  


The ideal candidate will have strong interpersonal, oral and written communication skills and effectively communicate information. Strong personal and professional integrity with the highest ethical standards essential. S/he will also be able to effectively prioritize and be detail-oriented with strong computer skills. Adaptability to frequently changing policies and procedures. Ability to understand/anticipate the student data needs and provide what is needed. Clear understanding that policy is set by the College and faculty. 


Strong analytical skills and strong statistical ability. Ability to translate policy requirements into operational procedures –both manually and in Banner. Strong judgment and creative problem solving skills with the ability to make decisions and anticipate future needs.  The position requires frequent one-on-one meetings or communications with students at Einstein in all years of their training. The elective coordinator, therefore, must have extraordinary interpersonal skills and patience to resolve complex individual situations.