Loyola University Chicago
COORDINATOR REGISTRATION & RECORDS
Loyola University Chicago, Maywood, Illinois, United States, 60153
Position Details
Job Title: COORD REGIS & RECORDS
Position Number: 8102838
Job Category: University Staff
Job Type: Full‑Time
FLSA Status: Exempt
Campus: Maywood‑Health Sciences Campus
Department: REGISTRATION AND RECORDS
Location Code: REGISTRATION & RECORDS (02025A)
Duties and Responsibilities
First Point of Contact for Alumni, Faculty, Medical Students, and Staff.
In‑person encounters as well as telephone and email communication covering general questions regarding Registration, Student Records, Away Rotations, USMLE Registration, Transcript 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
Transition new Student records from Admissions to ORR.
Manage and maintain Stritch Student and Alumni records.
Process transcript requests for Students and Alumni.
Handle all licensure document completion for graduating Students and Alumni, a highly time‑sensitive and detailed process; licensure requirements differ by state in both required documents and deadlines.
Process graduation and credentialing verifications required by Hospitals, Residencies, and other educational agencies for current Students and Alumni.
Prepare certification documents for Alumni seeking additional education or clinical training.
Assist in the Match Week process, including support for the Supplemental Offer & Acceptance Program (SOAP) and sending electronic files for unmatched Students after SOAP.
Audit final grades and transcripts for completeness and accuracy.
Close out Student records and create permanent files for each student upon graduation.
Scan, index, and verify student files for each graduating class for import into DocFinity.
Interface with External Agencies
Prepare and submit forms, certify 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).
Interface with LUMC Graduate Medical Education (GME) Office.
Prepare documents for agencies involved in the match process, including the Electronic Residency Application Service (ERAS), the military match, and the San Francisco Match.
Order Diplomas and replace lost Diplomas for Alumni by acting as the point of contact with Diploma vendor.
Interface with Internal Departments
Understand and apply FERPA regulations and procedures when requested to release student information.
Understand, apply, and interpret SSOM ORR policies and procedures and academic requirements for Students, staff, and faculty.
Interface with the LUC Office of Registration & Records, Financial Aid and Bursar Offices, and Alumni and Development Offices as needed.
Assist Director and Assistant Director reconcile enrollment numbers in the Student Records System and ORR database with student tuition payment reports from the Bursar and Finance Office.
MSPE Support
Audit elective and required Clerkship evaluations for all Students in the upcoming graduating class for inclusion in each Student's Medical Student Performance Evaluation (MSPE) required for residency applications.
Compile data for the Associate and Assistant Deans of Student Affairs for each student applying for residency.
Work with Assistant Director and Director of Registration & Records to finalize and release MSPEs.
Other Duties
Back up Registration & Visiting Student Coordinator as required, including 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.
Provide Student assistance with Trinity System Lockouts by contacting the Help Desk or appropriate contact person.
Provide general support and backup to the Office of Student Affairs when needed.
Attend and participate in several required events throughout the year, including Commencement Ceremony, White Coat Ceremony, and M1 Orientation.
Minimum Education and Experience
High School Diploma or equivalent and one to three years of experience in an office setting.
Qualifications
Experience in higher education, student‑centered office environment preferred.
Solid organizational skills.
Detail‑oriented with good problem‑solving/critical thinking skills, including identifying obstacles and solutions.
Exceptional interpersonal and communication skills (written and verbal).
Demonstrate initiative, prioritize assignments, and meet deadlines.
Effective team member with willingness to learn and grow.
Ability to work independently and in a team‑oriented environment.
Maintain 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 all university stakeholders is expected at all times.
Certificates / Credentials / Licenses
Bachelor’s Degree and at least 1‑3 years of higher education experience preferred.
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 general understanding of networks and servers.
Supervisory Responsibilities No
Required operation of university‑owned vehicles No
Direct animal or patient contact No
Physical Demands None
Working Conditions None
Salary Maximum: $70,000.00 per annum
Minimum: $61,067.00 per annum
Application Information Open Date: 11/06/2025
Close Date: (none)
Special Instructions: As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at
www.luc.edu/mission/ . For information about the university’s focus on transformative education, they should consult our website at
www.luc.edu/transformativeed .
About Loyola University Chicago: Founded in 1870, Loyola University Chicago is one of the nation’s largest Jesuit, Catholic universities, recognized for academic excellence, community engagement, and 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. Loyola is a
STARS
Gold‑rated institution and is ranked as one of the country’s most sustainable campuses by The Princeton Review, earning 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 offers a wide array of comprehensive benefits; click here to view benefits in detail. 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/34155
#J-18808-Ljbffr
Position Number: 8102838
Job Category: University Staff
Job Type: Full‑Time
FLSA Status: Exempt
Campus: Maywood‑Health Sciences Campus
Department: REGISTRATION AND RECORDS
Location Code: REGISTRATION & RECORDS (02025A)
Duties and Responsibilities
First Point of Contact for Alumni, Faculty, Medical Students, and Staff.
In‑person encounters as well as telephone and email communication covering general questions regarding Registration, Student Records, Away Rotations, USMLE Registration, Transcript 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
Transition new Student records from Admissions to ORR.
Manage and maintain Stritch Student and Alumni records.
Process transcript requests for Students and Alumni.
Handle all licensure document completion for graduating Students and Alumni, a highly time‑sensitive and detailed process; licensure requirements differ by state in both required documents and deadlines.
Process graduation and credentialing verifications required by Hospitals, Residencies, and other educational agencies for current Students and Alumni.
Prepare certification documents for Alumni seeking additional education or clinical training.
Assist in the Match Week process, including support for the Supplemental Offer & Acceptance Program (SOAP) and sending electronic files for unmatched Students after SOAP.
Audit final grades and transcripts for completeness and accuracy.
Close out Student records and create permanent files for each student upon graduation.
Scan, index, and verify student files for each graduating class for import into DocFinity.
Interface with External Agencies
Prepare and submit forms, certify 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).
Interface with LUMC Graduate Medical Education (GME) Office.
Prepare documents for agencies involved in the match process, including the Electronic Residency Application Service (ERAS), the military match, and the San Francisco Match.
Order Diplomas and replace lost Diplomas for Alumni by acting as the point of contact with Diploma vendor.
Interface with Internal Departments
Understand and apply FERPA regulations and procedures when requested to release student information.
Understand, apply, and interpret SSOM ORR policies and procedures and academic requirements for Students, staff, and faculty.
Interface with the LUC Office of Registration & Records, Financial Aid and Bursar Offices, and Alumni and Development Offices as needed.
Assist Director and Assistant Director reconcile enrollment numbers in the Student Records System and ORR database with student tuition payment reports from the Bursar and Finance Office.
MSPE Support
Audit elective and required Clerkship evaluations for all Students in the upcoming graduating class for inclusion in each Student's Medical Student Performance Evaluation (MSPE) required for residency applications.
Compile data for the Associate and Assistant Deans of Student Affairs for each student applying for residency.
Work with Assistant Director and Director of Registration & Records to finalize and release MSPEs.
Other Duties
Back up Registration & Visiting Student Coordinator as required, including 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.
Provide Student assistance with Trinity System Lockouts by contacting the Help Desk or appropriate contact person.
Provide general support and backup to the Office of Student Affairs when needed.
Attend and participate in several required events throughout the year, including Commencement Ceremony, White Coat Ceremony, and M1 Orientation.
Minimum Education and Experience
High School Diploma or equivalent and one to three years of experience in an office setting.
Qualifications
Experience in higher education, student‑centered office environment preferred.
Solid organizational skills.
Detail‑oriented with good problem‑solving/critical thinking skills, including identifying obstacles and solutions.
Exceptional interpersonal and communication skills (written and verbal).
Demonstrate initiative, prioritize assignments, and meet deadlines.
Effective team member with willingness to learn and grow.
Ability to work independently and in a team‑oriented environment.
Maintain 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 all university stakeholders is expected at all times.
Certificates / Credentials / Licenses
Bachelor’s Degree and at least 1‑3 years of higher education experience preferred.
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 general understanding of networks and servers.
Supervisory Responsibilities No
Required operation of university‑owned vehicles No
Direct animal or patient contact No
Physical Demands None
Working Conditions None
Salary Maximum: $70,000.00 per annum
Minimum: $61,067.00 per annum
Application Information Open Date: 11/06/2025
Close Date: (none)
Special Instructions: As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at
www.luc.edu/mission/ . For information about the university’s focus on transformative education, they should consult our website at
www.luc.edu/transformativeed .
About Loyola University Chicago: Founded in 1870, Loyola University Chicago is one of the nation’s largest Jesuit, Catholic universities, recognized for academic excellence, community engagement, and 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. Loyola is a
STARS
Gold‑rated institution and is ranked as one of the country’s most sustainable campuses by The Princeton Review, earning 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 offers a wide array of comprehensive benefits; click here to view benefits in detail. 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/34155
#J-18808-Ljbffr