RECORDS COORDINATOR, SSOM

Loyola University Of Chicago

United States, Illinois, Maywood

Mar 24, 2025

Position Details

Job Title	RECORDS COORDINATOR, SSOM
Position Number	8150163
Job Category	University Staff
Job Type	Full-Time
FLSA Status	Non-Exempt
Campus	Maywood-Health Sciences Campus
Department Name	STUDENT AFFAIRS
Location Code	STUDENT AFFS-REGIS & RECORDS (06412E)
Is this split and/or fully grant funded?	No
Duties and Responsibilities	First Point of Contact for Alumni, Faculty, Medical Students, and Staff. In-person encounters as well as telephone and email communication which ranges from general questions regarding Registration, Student Records, Away Rotations, USMLE Registration, Transcripts Requests, Licensure and Education Verification. Triage questions, issues, and problems for Students, Faculty, and Staff by providing or finding correct answers, problem-solving, or referring to the correct office. Records Management/Documentation Transitions new Student records from Admissions to ORR. Manages and maintains Stritch Student and Alumni records. Manages and processes Transcript requests for Students and Alumni. Handles all Licensure document completion for both graduating Students and Alumni, which is a highly time-sensitive and detailed process. Licensure requirements differ by State in both documents required and deadlines for completion. Processes Graduation and Credentialing verifications required by Hospitals, Residencies, and other educational Agencies for current Students and Alumni. Prepares certification documents for Alumni seeking additional education or clinical training. Assists in the Match Week process, including providing support for the Supplemental Offer & Acceptance Program (SOAP) and sending out electronic files for unmatched Students seeking positions after SOAP. Audits final Grades and Transcripts for completeness and accuracy. Closes out Students' records and creates permanent files for each Student upon graduation. Scans, indexes, and verifies Student files for each graduating class for import into DocFinity. Interface with Agencies and Departments External to LUC Prepares and submits forms and certifies copies of Diplomas verifying receipt of MD Degree for State Licensure and Hospital privileges in a timely manner, including electronic verification using the Federation Credentials Verification Service (FCVS) offered by the Federation of State Medical Boards (FSMB). Interfaces with LUMC Graduate Medical Education (GME) Office. Prepares documents for agencies involved in the match process, including the Electronic Residency Application Service (ERAS), the military match, and the San Francisco Match. Orders Diplomas and replaces lost Diplomas for our Alumni by acting as the point of contact with Diploma Vendor. Interface with Students, Alumni, and Departments within LUC Understands and applies FERPA regulations and procedures when requested to release Student information. Understands, applies, and interprets SSOM ORR policies and procedures and academic requirements for Students, Staff, and Faculty. Interfaces with the LUC Office of Registration & Records, Financial Aid and Bursar Offices, and Alumni and Development Offices, as needed. Assists Director and Assistant Director to reconcile enrollment numbers in the Student Records System and ORR database with Student Tuition Payment reports from the Bursar and Finance Office. MSPE Support Audits for accuracy the elective and required Clerkship Evaluations of all Students in the upcoming graduating class in preparation for inclusion in each Student's Medical Student Performance Evaluation (MSPE) required for their Residency Application. Compiles data for the Associate and Assistant Deans of Student Affairs for each Student applying for Residency. Works with Assistant Director and Director of Registration & Records to finalize and release MSPEs. Other Duties Backs-up Registration & Visiting Student Coordinator as required, including, but not limited to, processing SSOM Students' Away Elective Applications; reviewing Applications from visiting Students through the AAMC's online portal (VSLO ), and accepting and processing NBME Certification of Identification and Authorization forms for USMLE exams. Provides Student assistance with Trinity System Lockouts by contacting the Help Desk or the appropriate contact person. Provides general support and backup to the Office of Student Affairs when needed. Must attend and participate in several required events throughout the year, including Commencement Ceremony, White Coat Ceremony, and M1 Orientation. Other duties as assigned.
Minimum Education and/or Work Experience	Bachelor's Degree and 1 - 3 years Higher Education experience.
Qualifications	Bachelor's Degree and at least 1 - 3 years of Higher Education experience. Must have solid organizational skills. Must be detail-oriented; have good problem-solving/critical thinking skills, including identifying obstacles and identifying solutions. Exceptional interpersonal and communication skills (written and verbal). Demonstrate initiative, prioritize assignments, and meet deadlines. Ability to be an effective team member and willingness to learn and grow. Ability to successfully work independently and in a team-oriented environment. Maintain standards regarding confidentiality of all student information within FERPA and departmental guidelines. Excellent computer skills, including MS Office and home-grown programs. Business-casual business attire and professional demeanor. Professional communication with students, visitors, staff, faculty, and all members of the administration is expected at all times.
Certificates/Credentials/Licenses	Bachelor's Degree and at least 1 - 3 years of Higher Education experience.
Computer Skills	High level of knowledge, skills, abilities, and experience with applications especially Microsoft Office, e-mail, internet browsers; data entry and retrieval using effective search techniques, and a general understanding of what to expect from networks and servers.
Supervisory Responsibilities	No
Required operation of university owned vehicles	No
Does this position require direct animal or patient contact?	No
Physical Demands	None
Working Conditions	None
Open Date	01/27/2025
Close Date
Position Maximum Salary or Hourly Rate	$31.25/hr
Position Minimum Salary or Hourly Rate	$21.64/hr
Special Instructions to Applicants
About Loyola University Chicago	Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world. Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here. Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy.
Quick Link for Posting	https://www.careers.luc.edu/postings/30858