Assistant Registrar - School of Medicine, Academic, Rural, and Regional Affairs

About the Opportunity

Reporting to the Registrar and Director of Enrollment Management, the Assistant Registrar plays a key role in supporting the academic journey of medical students by overseeing registration, scheduling, degree progress tracking, and student records operations. This position partners with students, faculty, regional offices, and administrative teams to ensure a seamless student experience and compliance with University and School of Medicine requirements.

The School of Medicine Student Affairs team within the Academic, Rural, and Regional Affairs unit is dedicated to supporting student success across the WWAMI region. Through collaboration, innovation, and a student‑centered approach, the team delivers critical registration, records, and academic progress services that help future physicians thrive throughout their educational journey.

Responsibilities

• Oversee School of Medicine Registration and Scheduling (55%) – Manage required and elective clerkship scheduling and quarterly registration processes for medical students; advise students on scheduling options, graduation requirements, and registration policies; serve as the primary resource for registration and scheduling issue resolution across stakeholders; coordinate and communicate clerkship assignment updates, timelines, and scheduling changes; implement School of Medicine committee decisions and processes related to course scheduling and registration; maintain registration resources, communications, and scheduling‑related web content.
• Audit and Monitor Graduation Requirements (20%) – Conduct degree audits and monitor student progress toward graduation; identify, investigate, and resolve discrepancies across student records and degree audit systems; guide students regarding outstanding requirements and available support resources.
• Oversee Grade and Graduation Reporting to UW Registrar’s Office (10%) – Coordinate grade reporting, record audits, and graduation reporting activities; partner with the UW Registrar’s Office to resolve student records and grading matters.
• Manage Student Records and Demographic Data (5%) – Maintain and reconcile student demographic, enrollment, and status records across systems.
• Administrative Operational Support & Special Projects (10%) – Supervise Registration and Scheduling staff, including hiring, training, performance management, and workload coordination; support strategic initiatives, reporting efforts, committees, and special projects within Enrollment Management and Student Affairs; provide operational leadership and decision‑making support during the Registrar’s absence; represent Registrar and Registration perspectives on committees and cross‑functional workgroups; perform other duties as assigned.

Requirements

Minimum Qualifications

• Bachelor’s degree from an accredited institution.
• Four to five years of relevant experience.

Additional Qualifications

• Proven leadership with demonstrated experience supervising teams and staff.
• Computer proficiency with spreadsheets, word processing and databases in a Windows environment.
• Ability to interpret and communicate to others complex policies and procedures.
• Excellent oral and written communication skills.
• Ability to work independently with a high degree of reliability, accuracy, and productivity.
• Ability to handle confidential information responsibly and to abide by federal, state, and local laws regarding the privacy and distribution of information in the student educational record.
• Ability to work across multiple levels of an organization to achieve results.
• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
• Attention to detail.

Preferred Qualifications

• 1–2 years School of Medicine or University of Washington experience in Registrar or student scheduling operations or in educational program management.
• Experience in the methods and systems of continuous quality improvement.

Benefits

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/.

Pay

Pay Range Minimum: $70,908.00 annual

Pay Range Maximum: $88,620.00 annual

Schedule

Shift: First Shift (United States of America)

Position Type: Regular

FTE: 100%

Working Conditions

Occasional work beyond a standard 40‑hour work week may be required. Periodic evening or weekend work may be necessary to meet project deadlines or attend meetings.