Academic Records and Credentialing Coordinator

Posting Details

Posting Details

Posting Number S15611P Working Title Academic Records and Credentialing Coordinator Department SOM-UME About the University of Georgia

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

About the College/Unit/Department

The University of Georgia School of Medicine was founded in 2024 and received preliminary accreditation in 2026.

The establishment of a new public medical school at UGA comes as the state faces a significant shortage of medical professionals. The population of Georgia, the nation's eighth-largest state, has surged to approximately 11 million residents, straining existing medical infrastructure and resulting in longer wait times for appointments and reduced access to care. Georgia currently ranks 39th in the nation for the number of active patient care physicians per capita and 41st for the number of public medical students per capita.

As a top-20 public university with a thriving research enterprise and vast public service network, the University of Georgia is well-positioned to produce more highly trained physicians, alleviate physician shortages, and improve the state's ability to provide quality health care for its citizens.

The School of Medicine is located on UGA's Health Sciences Campus in Athens. In its inaugural year, the UGA School of Medicine will enroll 60 students per class, but a new $100 million medical school building will enable the UGA School of Medicine to grow to 120 students per class in the future.

College/Unit/Department website https://medicine.uga.edu/ Posting Type External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information

Monday - Friday, 8:00AM - 5:00PM.

Flexibility may be needed at times.

Advertised Salary Commensurate with experience Posting Date 08/17/2026 Open until filled Yes Closing Date Proposed Starting Date 10/01/2026 Special Instructions to Applicants

The application packet should include a cover letter detailing how the applicant's credentials and experience meet the needs, responsibilities, and qualifications for the position, a current resume, and contact information for three professional references (who will not be contacted without further correspondence with the applicant).

Location of Vacancy Athens Area EEO Policy Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).

USG Core Values Statement

The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Position Information

Classification Title Student Services Assistant II FLSA Non-Exempt FTE 1.00 Minimum Qualifications

High school diploma or equivalent and 2 years of related experience

Preferred Qualifications

• Bachelor's degree in administration, health sciences, education, business, student services, healthcare administration, or a related field; or an equivalent combination of education and professional experience.
• Two or more years of experience supporting compliance, credentialing, student services, healthcare administration, academic operations, clinical education operations, or records management in a complex organizational setting.

Position Summary

The Academic Records and Credentialing Coordinator supports and coordinates essential School of Medicine Registrar functions related to student registration, academic records, enrollment status, grades, graduation related process, and student credentialing across the MD program. The Coordinator manages credentialing workflows; supports students to ensure readiness for enrollment and entry to clinical sites; tracks completion of institutional and clinical site credentialing requirements; maintains accurate and confidential records; and serves as a primary contact related to academic records and credentialing for students and clinical partners. Success in the role requires exceptional accuracy, organization, discretion, customer service, and the ability to manage multiple time-sensitive processes across student cohorts, systems, and partner organizations.

The Coordinator reports to the Registrar for the School of Medicine, and works closely with other roles such as the Director of Medical Education, Assistant Dean for Clerkship Curriculum, Clerkship and Elective Coordinators, Clinical Site and Faculty Relations Coordinator, Clinical Skills and Simulation team, Community and Population Health team, and healthcare system partners. The Coordinator is ultimately responsible to the Associate Dean for Curriculum for the duties attached to the role.

Knowledge, Skills, Abilities and/or Competencies

• Demonstrated ability to work with confidential records, time-sensitive documentation, and multiple internal and external stakeholders.
• Demonstrated ability to use electronic databases, spreadsheets, shared documentation systems, and administrative platforms to track requirements, maintain records, and generate reports.
• Excellent organizational skills and ability to track large volumes of time-sensitive compliance and academic record requirements across multiple student cohorts, systems, sites, and deadlines.
• Strong written and verbal communication skills with students, faculty, staff, curriculum leadership, healthcare system partners, clinical sites, and university stakeholders.
• A commitment to customer service and to supporting the success of medical students.
• Ability to exercise sound judgment, discretion, professionalism, and confidentiality when handling student and faculty records, including HIPAA- and FERPA-protected information.
• Strong problem-solving skills and ability to troubleshoot platform, documentation, access, communication, and compliance issues.
• Strong technical proficiency with Microsoft Office 365, Teams, Excel, SharePoint, electronic databases, academic records platforms, credentialing/compliance platforms, and related administrative systems.
• Ability to work independently while coordinating effectively with a team.
• Ability to develop clear workflows, timelines, checklists, reports, and student-facing instructional materials.
• Ability to adapt to changing curricular needs, healthcare-system requirements, clinical-site expectations, institutional processes, and School of Medicine growth.

Physical Demands

Standard office environment. The position may occasionally require attendance at student compliance events, onboarding activities, clinical-site-related meetings, or School of Medicine activities.

Is driving a responsibility of this position? No Is this a Position of Trust? No Does this position have operation, access, or control of financial resources? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) Yes Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Support student registration, maintainance of student academic records, and academic record data management

• Supports the registration process for SOM students during the academic year.
• Supports course registration and course scheduling in SOM and UGA systems.
• Provides coordination and support for academic records management, grading, and curricular matters.
• Under the direction of the SOM Registrar, manages data flows and uploads related to student registration, maintainance of student academic records, and related data flows.
• Monitor student compliance with items required for registration and provide support to students to help ensure compliance.
• Support and coordinate Registrar functions related to enrollment changes, student leaves, dual degree study, and withdrawals.
• Facilitate and coordinate the management of permanent student academic records.
• Respond to requests from students, alumni, and other SOM offices related to academic records and reports.
• Support the Registrar in reconciling and processing final grades, monitoring completion of graduation requirements, preparing documentation for graduate certification, and maintaining accurate course-catalog and academic-record information.

Percentage of time 40 Duties/Responsibilities

Manage student credentialing, clinical compliance, and credentialing records

• Serve as the primary contact for students, faculty, and clinical sites regarding credentialing requirements and compliance processes across all phases of medical education and related to all clinical partners.
• Provide support to students with a customer-service approach to assist students to achieve and maintain credentialing compliance with clinical training sites.
• Working with the SOM Registrar, manage and maintain student credentialing and compliance records across multiple credentialing platforms, healthcare-system systems, clinical-site processes, and institutional databases.
• Monitor, track, and document completion of required institutional, clinical, and regulatory requirements, including immunizations, certifications, background checks, EMR access, institutional compliance training, site-specific onboarding, and other required clinical-readiness documentation.
• Collaborate closely with curriculum leadership, clerkship coordinators, and clinical sites to ensure accurate scheduling and timely dissemination of credentialing documentation.
• Develop and maintain instructional materials and provide training and guidance to students and site users regarding credentialing systems and processes.
• Working with the SOM Registrar, ensure the secure management and maintenance of all HIPAA- and FERPA-protected information in compliance with institutional policies, healthcare system requirements, and applicable privacy and confidentiality regulations for these student records and platforms.
• Escalate unresolved, time-sensitive, or high-risk compliance issues to the appropriate curriculum leadership, and coordinate corrective action as directed.

Percentage of time 40 Duties/Responsibilities

Coordinate events and initiatives related to student readiness, training, and health compliance

• Coordinate credentialing related events, healthcare screenings, training activities, and onboarding initiatives including PPD/mask-fit testing, flu vaccination clinics, BLS certification, and additional clinical site requirements.
• Coordinate student participation in mandatory compliance activities for credentialing and registration and troubleshoot barriers to timely completion of onboarding requirements.

Percentage of time 10 Duties/Responsibilities

Curriculum operations and institutional support

• Participate in institutional committees, advisory groups, or workgroups related to immunization compliance, onboarding procedures, student clinical readiness, credentialing workflows, and operational process improvement.
• Assist with Office of Curriculum operational needs, reporting activities, accreditation-related documentation, compliance reporting, student readiness tracking, proctoring coverage, and special projects as assigned.
• Provide credentialing support to faculty on an as-needed basis to support the curriculum and as assigned.
• Provide notary services.
• Other duties as assigned to support Curriculum Operations and the School of Medicine.

Percentage of time 10

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Wendy Gilfedder Recruitment Contact Email somhr@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter
• List of References with Contact Information

Optional Documents