P*osition Summary*: Provide comprehensive student record management support services to the Office of the Registrar which manages daily the academic records for an average daily onboard population of 5,000 Air Force, Army, Navy and Coast Guard students attending 50 enlisted Medical Training Programs at Medical Education and Training Campus (METC) and 22 courses at Defense Medical Readiness Training Institute (DMRTI) supporting Combat Support and an as yet undetermined number of courses coming from the Services to support Medical Treatment Facility (MTF) training starting in FY20. The office enrolls on average, 17,000 students per fiscal year. There are a range of responsibilities that come under the "umbrella" of the Office of the Registrar. The office is in charge of ensuring the integrity of academic records within Privacy Act guidelines. The office staff, composed of a Chief Registrar, Quota Managers, a Lead Registrar and Education and Training Technicians, are responsible for the management, updating and maintenance of all students’ academic records for both current and former students. This is accomplished through meticulous management within Army Training Requirements and Resources System (ATRRS), METC system of record for training and through the official collection and maintenance of grades in Student Management Registrar Tool (SMART), METC “official” gradebook. The office staff is responsible for daily enrollments and graduations throughout the fiscal year. The office staff manages daily: enrollments and graduation rosters; course completion certificates; honor graduates; Flag Letters of Commendation (FLOC); student training report requests; verifications; frequent student status changes to include recycles, reliefs, and holds. The Office of the Registrar is a resource for questions regarding policies, procedures of student management and various historical and statistical data call request and numerous reports. The office is in charge of all system interfaces with ATRRS that are vital to the flow of student status data. The office also must ensure that users have accessibility to ATRRS and SMART and provide user training. The office staff must ensure that security measures are applied at all times to the student records. It is critical that no other student, college/university, or other entity gains access to student information without proper request for release of information. METC Information Technology Office provides Office of the Registrar several methods of secure data storage and file sharing that are approved for use with student records. The Privacy Act pertains to all student academic records management.
Duties and Responsibilities:
- Provide student records management support for 50 enlisted Medical Training Programs to the Office of the Registrar Monday through Friday between office core hours of 7:00 a.m. to 4:00 p.m. (CST). The contractor employee shall be capable of providing student records management support services and shall possess the experience, knowledge, and skills to successfully perform all tasks.
- Interface directly with METC faculty, staff and Army, Navy and Air Force Office of Registrar.
- Create and organize digital and paper files ensuring that files include all required documents and that all documents are properly signed. The contractor employee shall collect and submit data to Registrar Chief and/or Registrar Lead and Quota Managers for various reports, briefings, and conferences.
- Assist with updating, standard operating procedures desk top guides, manuals, handbooks, pamphlet, and other related material pertaining to briefings and training guides to facilitate information sharing via METC SharePoint for Office of Registrar and METC campus wide utilization.
- Use established Office of Registrar, METC, and Defense Health Agency (DHA) methods, practices, criteria, policies, and procedures to identify, review and recommend solutions for solving conventional problems and/or answers to questions.
- Take appropriate actions to prevent disclosure of information and safeguarding “For Official Use Only” (FOUO) information. Contractor employee shall reply to general inquiries not requiring technical program knowledge which may involve determining whether or not to release the information based upon the nature or degree of sensitivity of the information and the requester’s authority to receive the information. The contractor shall refer the requestor to the Lead Registrar or Chief Registrar if there is any doubt, at any time, in providing access or releasing personal identifiable information.
- Review all his/her prepared outgoing correspondence for: content accuracy, correct format, grammar, completeness, required signatures, adherence to established procedures, policies and directive for Office of Registrar/METC/DHA and Privacy Act.
- Attend meetings or briefings as designated by the Chief, Registrar Lead and/or Quota Managers. Establish suspense control logs for all tasks and follow up to ensure all suspense dates are met.
- Participate in and support Office of Registrar ongoing process improvement initiatives and implementation. The contractor employee shall provide recommendations for improving record management and operational efficiencies in assigned areas.
- Send out a class start roster in accordance with established Office of Registrar policy and procedures to the Program 5 business days prior to class start date, and no later than 4:00 p.m. (CST) of the Friday prior to class start date. The contractor employee shall save a copy of sent class start roster in designated folder on the Network Registrar Drive.
- Enroll students in ATRRS no later than 2 business days from receiving a verified class start roster from the Program. The contractor employee shall no show students in ATRRS in accordance with established Office of Registrar procedures. After students are enrolled, the contractor employee shall follow up daily with accurate accountability of student status by updating ATRRS per METC-01 for holds, recycles, reliefs. (Note: METC01 is the form used to document the changes in a student’s status while under instruction). The contractor employee shall communicate with the Program point of contact, Quota Managers and Office of the Registrar staff to maintain accurate student accountably.
- Monitor assigned Program folders in the Registrar Drop Box for METC-01(s) not less than 3 times per day and process all in accordance with established Registrar and METC-01 policy and procedures. The contractor shall save all METC-01(s) to designated file folder on the Network Registrar Drive immediately following completion of processing.
- Process student training report requests, verification of training and security clearance verifications for the Office of Personnel Management in accordance with established Registrar policy and procedures no later than 3 business days of posting to the Registrar organizational inbox, mail delivery or fax.
- Assist in resolving hanging history and error codes for students.
- Periodically check for input of student grades in SMART while class is in session.
- Send out a graduation roster in accordance with established Office of Registrar policy and procedures to the Program 5 business days prior to class end date, and no later than 4:00 p.m. (CST) of the Friday prior to class end date. The contractor employee shall save a copy of sent class graduation roster in designated folder on the Network Registrar Drive.
- Upon receiving a verified class graduation roster from the Program, process, and print Certificates of Completion in accordance with Office of Registrar established processes and procedures. The contactor shall coordinate with Program point of contact to ensure the selection of the honor student(s) and FLOC recipient is made.
- Check and verify that all grades have been input in SMART before releasing graduation completion certificates to the Program.
- Graduate student(s) in ATRRS no later than 1 business day after class end date. After class has been graduated in ATRRS, the contractor employee shall backup class grades in SMART to the designated folder on the Network Registrar Drive.
- Coordinate with the Medical Center of Excellence, Office of the Registrar for delivery of Army Certificates, for verification of Army students’ grades, for pending METC-01(s) and for issue of final graduation roster for Army classes via the Army link for the completion of Army student training.
- Notify the Registrar Lead immediately of all work stoppage issues encountered.
- Monthly report.
- Other duties as assigned.
Educ*ation and Experience*:
- High School Diploma or higher
K*n*owledge, Skills, and Abilities:
- Excellent written and oral communications and presentations skills and are capable of learning and utilizing current and emerging military and commercial technology.
- Knowledgeable of instructional techniques and training methodologies that will enable the development, implementation, evaluations, and revision of training programs.
- Basic knowledge of computer equipment and the assigned area of system software.
- Proficient with Microsoft Office Suite and able to incorporate programs to include Excel, PowerPoint, Outlook and Word.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Administrative: 5 years (Required)
Work Location: In person