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Registrar and Bursar - Kaiser Permanente School of Medicine

Location: Pasadena, CA Additional Locations:
Job Number: 744935 Date posted: 10/22/2018
By joining the team that is designing and implementing the Kaiser Permanente School of Medicine, you will have the opportunity of a lifetime to create a medical school that will educate physicians for the 21st century and beyond and be a catalyst for change in medical education. This position will be working as a part of an extremely dynamic team of professionals supporting all aspects of the School of Medicine and the creation of the infrastructure, process, and procedures for the Kaiser Permanente School of Medicine. The team works from an interdependent model of practice and we are looking for someone who thrives in a highly challenging role within a high functioning team-based environment.

The Kaiser Permanente School of Medicine will offer more than a conventional medical education. It will provide students with the unique opportunity to be taught by the physicians of Kaiser Permanente and immersed in one the nation-s highest-performing health care organizations. Students will gain critical knowledge and real-world experience and benefit from unprecedented access to Kaiser Permanente's people, data and technology. This unparalleled approach, plus our deep commitment to resilience, well-being, and inclusion will create a culture where physicians are better prepared to face the health challenges of the future, while helping the nation-s diverse communities thrive. Learn more about the Kaiser Permanente School of Medicine at

The KPSOM Registrar and Bursar-s function is to plan, organize and
manage all operational aspects and activities related to students- records and
accounts. Responsible for serving as custodian of student academic records and
financial accounts in accordance with federal, state and Kaiser Permanente
School of Medicine (KPSOM) regulations to ensure accuracy and integrity;
provide the necessary services which facilitate class and room scheduling,
student registration for classes, collection and maintenance of grade
information, validation of student academic records, student performance
monitoring, academic eligibility determination, administration of assistance
programs, student billing, and a variety of other services related to student
records. This position reports to the Senior Associate Dean for Student

Essential Responsibilities:
  • Oversee and ensure the integrity, security, and maintenance of all student academic records for current and former students in the Kaiser Permanente School of Medicine.  
  • Develop and implement core functions such as classroom and course scheduling, degree audits, transcript activities, state residency, grading, etc.
  • Interpret regulations, develop and recommends procedures to ensure compliance and accurate student record maintenance and services.  Reconciles student data from multiple sources. Identifies and resolves mismatches and errors.
  • Analyze a variety of student record factors and applies working knowledge of federal, state, KPSOM, and outside agency laws, regulations, and policies to determine student record outcomes.
  • Provide, plan, organize, and collect data and reporting for institutional research, national medical school reporting for the AAMC Medical Student Enrollment Database, LCME and other accrediting agencies.
  • Manage student financial services including billing of student tuition accounts; making payment plans; with ultimate goal of bringing student accounts to a paid off status.
  • Receive, review, and monitor annual clinical compliance requirements from students, including immunization requirements, clinical site requirements, and HIPAA, Clinical Safety, and other regulatory training.
  • Assists in maintenance of school archives of USMLE scores.
  • Coordinates with Kaiser Permanente and external agencies to implement student-focused activities, programs and services.
  • Assist with developing and maintaining the KP School of Medicine academic and course calendars.
  • Oversee the issue of all official transcripts and coordinate the processes of enrollment verification to the appropriate parties. Support and manage the degree audit process to determine the student's verification for graduation.
  • Maintain official documents pertaining to student promotions, disciplinary actions, leaves of absences, extended academic programs, withdrawals, dismissals, and other changes in student status.
  • Assess, modify and implement best practices in the field of records and registration to provide excellent services to the KPSOM's constituencies.
  • Work closely with KPSOM Information Technology Services and KP Information Technology to monitor and improve current systems, and/or implement new ones, while continually evaluating operations.  Participate in decision-making and testing process regarding the development and maintenance of student record systems. Identify and implement database elements, queries, and reports.
  • Collaborate with administrators, deans, faculty members, financial aid, and admissions, to facilitate and improve services to students.
  • Provide individual advising on non-routine, sensitive student records.

  • Basic Qualifications:


  • Minimum seven (7) years of experience in a supervisory /leadership position in an office of admissions, records and registration.

  • Education

  • Bachelor's degree in related field

  • License, Certification, Registration

  • N/A

  • Additional Requirements:

  • Demonstrated experience effectively counseling and advising students.

  • Thorough knowledge of Registrar core functions, including degree requirements, special enrollment, veterans' benefits, and residency.

  • Knowledge of student billing.

  • Thorough knowledge of federal, state laws and regulations, KPSOM policies, and practices with student records services.

  • Thorough knowledge of federal privacy laws associated with the management of student academic records and FERPA (Family Educational Rights and Privacy Act).

  • Strong written and verbal communication skills. Strong interpersonal skills. Active listening skills. Customer service orientation.

  • Ability to work effectively with a diverse population of students, faculty, staff, and external constituents.

  • Strong organizational skills and ability to prioritize work and meet deadlines.

  • Computer proficiency to use complex databases, and software associated to the position.

  • Ability to interpret and apply knowledge of policies to a variety of situations.

  • Strong problem identification, critical thinking, and problem-solving skills; judgment and decision-making ability.

  • Preferred Qualifications:

  • Demonstrated experience working in a School of Medicine registrar's office. 

  • Master's degree in student services, educational administration and five years of related experience.


    Primary Location: California,Pasadena,S. Los Robles Administration 100 S. Los Robles Ave Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Individual Contributor Job Category: Education / Training Department: Kaiser Permanente School of Medicine Travel: Yes, 5 % of the Time Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

    About Education & Training Careers

    Careers In Education & Training

    Our education and training teams dedicate their attention to the ongoing development of our many health and business professionals to improve the overall performance of the organization. Work includes identifying training needs, designing learning strategies, defining instructional courses, and harboring an ongoing commitment to leadership development, organizational effectiveness, and instructional management.

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