Job Opportunities

Registration Specialist

Apply now Job No: 495538
Department: REGISTRAR
Local Title: Registration Specialist
Budget Title: Staff Assistant
Work Type: Full Time
Location: Brooklyn, NY
Categories: Administrative


Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:


Job Summary:

The Office of Student Affairs and Registrar Office at SUNY Downstate Health Sciences University is seeking a full-time Registration Specialist / Staff Assistant.

The Registration Specialist assists the Registrar, Associate Registrar and Assistant Registrar with the day-to-day operations of the Office of the Registrar. This position is essential in the overall functioning of the office, ensuring that all supply needs are met, and that correspondences are answered in a timely and customer service friendly fashion.

The Registration Specialist directs and assists in handling inquiries and requests appropriately, and as the Registration Specialist, this individual ensures that students are current with their certifications and evaluates HIPAA training documents from other institutions for equivalency. Specifically, the Staff Assistant/Registration Specialist shall:

  • Manage and track the federally mandated Health Information Privacy Act training for all students on an annual basis by: identifying students that need to complete the HIPAA certification training; uploading student list files into HIPAA Compliance software; tracking student completion, troubleshooting student issues as necessary; & evaluating HIPAA training documents from other institutions for equivalency.
  • Assist with Office of the Registrar Scanning Project, scan documents as they are processed, assist with scanning current documents.
  • Assist with completing student documents as well as licensure forms for all Colleges/Schools. Monitor, review and respond to all Registrar-related electronic correspondence in a timely fashion.
  • Gather, organize and prepare data from student databases (Ellucian Banner) and other computer database sources (i.e., ARGOS, Excel) for various reporting needs.
  • Respond to questions from other offices, agencies or the public regarding student information. Prepare responses to correspondence and replies to personal and telephone inquiries by being familiar with Federal and New York State laws and Registrar functions, and being able to provide accurate information and assistance.
  • Provide administrative assistance and support to the Registrar, which includes preparing written responses to correspondence, answering the main office telephone line, and preparing reports on the Registrar’s behalf.
  • Assist with Division of Student Affairs functions such as New Student Orientation, Registration, visiting students and Commencement, visiting students as required, and with other Division of Student Affairs divisional projects, as needed.
  • Other duties as assigned by the Registrar.

Required Qualifications:

  • Bachelor’s Degree.
  • 2+ years of relevant work experience. 
  • Proficient with Microsoft office applications (especially Excel) and excellent oral and written communication skills a must. 
  • Must be a supportive team member, contribute to and be an example of teamwork and team concept. 

Preferred Qualifications:

  • Experience with Ellucian Banner Student Information System.

Work Schedule:

Monday to Friday; 9:00am to 5:00pm

Salary Grade/Rank:


Salary Range:

Commensurate with experience and qualifications


COVID-19 Vaccination Requirement:


  An approved COVID-19 vaccination.

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at


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