Academic Records Officer II - Herbert Wertheim College of Medicine

About FIU

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and Mac Arthur Genius Fellows.

A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

The Herbert Wertheim College of Medicine is currently seeking an Academic Records Officer II to join our team of professionals.

• Provides administrative support to the day‑to‑day operations of the Herbert Wertheim College of Medicine’s (HWCOM) Registrar team including inquiries (phone, email, walk‑ins) from Medical Doctor (MD) students, Physician Assistant (PA) students, faculty, and staff regarding grades and records. Prepares and compiles reports as needed.
• Receives and records grades in Panther Soft (PS) for the MD program. Assists in phases and functions of student matriculation, course creation, and registration in PS for the MD program.
• Manages the phases and functions of course creation and registration for Academic Year
  4. Coordinates with HWCOM Human Resources (HR) regarding all faculty credentialing matters.
• Manages all functions within the National Student Clearinghouse (NSC) database for HWCOM including the correction and updates of any error resolution reports, graduation reports, and updates to students’ statuses as necessary to ensure the accuracy of NSC reports.
• Assists with the imaging software maintenance and adheres to procedures that ensure documentation is maintained effectively.
• Maintains grades and records policy and procedure manual up‑to‑date and ensures documentation is maintained accurately.
• Serves as a point of contact for questions related to the Visiting Student Learning Opportunities (VSLO) for HWCOM MD students. Assists with processing applications for HWCOM MD students as needed.
• Develops and maintains a comprehensive database and schedule calendar for individual state licensing requirements and assists with the processing of medical licensure requests for alumni.
• Assists with the maintenance and permanent security of each matriculated MD student’s official academic record including official documents pertaining to student promotion, disciplinary actions, leaves of absence, withdrawals, and other changes in status.
• Manages HWCOM Registrar email and ensures prompt response to all student record requests. Processes requests for official and unofficial transcripts, enrollment verifications, letters of good standing, jury duty deferrals, and name/address changes.
• Ensures confidentiality of student records in compliance with the Family Educational Rights and Privacy Act (FERPA). Maintains a current understanding of federal, state, and institutional policies and regulations as they relate to academic procedures and records.
• Promotes organization policies and procedures in compliance with local, state, and federal rules and regulations. Advises university personnel regarding the development and implementation of regulatory strategy, potential areas of regulatory concern, and new government/regulatory developments.
• Coordinates leave of absence/return from leave of absence meetings between students and administrative staff/faculty.
• Collects, compiles, and reviews all student documents submitted for residency reclassification. Communicates with students regarding pending or missing documentation and informs them of the final decision.
• Provides support with enrollment services responsibilities including but not limited to compliance and extended excused absence processes as…