Program Coordinator - Site Registrar

Hiring Department: Academic Affairs

Location: Peoria, IL USA

Requisition ID: 1038792

FTE: 1

Work Schedule: M - F 8 - 4:30

Shift: Days

# of Positions: 1

Workplace Type: On-Site

Posting Close Date: 1/20/2026

The previously determined salary range for this position is $21.13 to $48.51
Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, and budget constraints.
It is not typical for an individual to be offered a salary at or near the top of the full range for a position.

This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work – Not Remote).

About UICOMP

The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

Position Summary

As part of the Office of Academic Affairs, the Program Coordinator provides leadership and administration in managing student registration operations, academic records, and program coordination for undergraduate medical education. This position requires compliance and a thorough knowledge of institutional policies, academic policies, student records management, and medical education requirements. The Program Coordinator works under the general supervision of the Associate Dean for Academic Affairs.

Duties & Responsibilities

• Program Coordination Serves as campus registrar for the UI COM Peoria Campus providing leadership in implementing program priorities, setting goals, and defining objectives to ensure the effective management of academic records and departmental programs, including oversight of grading timelines, schedule coordination, and compliance with institutional policies and in alignment with Liaison Committee on Medical Education (LCME) accreditation standards.
• Establishes, interprets, and enforces internal standard operating procedures relating to record management in compliance with UIC polices. Also ensures compliance with affiliation agreement requirements for students.
• Contributes to long-range departmental planning by analyzing academic course utilization trends, student access data and program outcomes to support strategic decision-making and continuous improvement efforts.
• Oversees the compilation of departmental submission of grades, ensures grades are awarded, and initiates activities to reconcile grading problems.
• Oversees the development and management of a secure and confidential student record system at the Peoria Campus ensuring accurate recording of student grades in formal academic files.
• Serves as a liaison with University of Illinois College of Medicine Chicago for student transcripts.
• Facilitates the transition of data from the Box system to Apex/Oracle.
• Manages student inquiries regarding evaluations, provides guidance, provides information and helps solve various problems. Coordinates Academic Programs and Clerkship master schedules to ensure accuracy and efficiency.
• Oversees the development and implementation of Phase 2 and Phase 3 student schedules using Optimizer results and E-Value Optimizer; Manages schedule adjustments that include clerkship changes, leaves of absence, and remedial periods on student schedules while safeguarding student eligibility for graduation.
• Audits dual degree program registrations and monitors graduation requirements, providing clear communication to students regarding deficiencies.
• Facilitates approval for in-house electives and coordinates student applications for away rotations, following up as needed.
• Represents the Office of Academic Affairs at UICOMP at campus-wide meetings (i.e. evaluations, records, registration, etc.).
• Establishes processes for compliance with grade submission timelines to align with LCME accreditation standards, ensuring the timely recording of grades.
• Registration: Initiates and monitors student registration information Provides leadership in the execution of registration on behalf of all medical students enrolled at UICOMP.
• Oversees and verifies student registration in Banner and Oracle (Apex) making necessary corrections to maintain accuracy; includes registration of medical students entering a Special Curricular Program (SCP).
• Is primary liaison for the Office of Academic Affairs at UICOMP and the Office of Records, Registration and other administrative units at UICOMP; troubleshoots problems related to academic areas.
• Consults with College of Medicine registrar when necessary (i.e. for call numbers, unusual circumstances, late student registrants, new course numbers, site codes, etc.).
• Maintains and updates student rosters across all phases, ensuring accurate records in the Student Record System (AAMC).
• Verifies student eligibility for National Board.

Minimum Qualifications

1. Bachelor’s degree.
2. A total of one (1) year (12 months) in education, training and/or work experience in the area of specialization inherent to the position. (Note: Master’s Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.)
3. Based on position requirements, additional education, training, and/or work experience in the area of specialization inherent to the position, may be required.
   
   Additional education, training and/or work experience in the area of specialization

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment.

For classes within the professional (01), semi-professional (02), or managerial (03) occupational areas, out-of-state candidates may compete as all other candidates.
Once a final employment offer is completed, the out-of-state candidate must establish Illinois residency within 180 calendar days of the start date for the designated position. It is the employer’s responsibility to monitor this requirement.

Sponsorship for work authorization is not available for this position.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.