Health Professions Specialist

The University of Pikeville is actively seeking a dynamic and committed professional to serve in the role of Health Professions Specialist to perform clerical services and functions in the Registrar's office to the University community and Registrar. The Health Professions Specialist is also responsible for assisting with the overall direction and function of registration and academic record keeping for the University, particularly Kentucky College of Osteopathic Medicine and Kentucky College of Optometry. 

Primary Responsibilities:

  1. Upholds the integrity of the Registrar’s Office and all parts of the University of Pikeville. Will not allow anyone else to use his/her username/password or otherwise obtain access to all types of academic records. He/she agrees to protect his/her username/password against inadvertent disclosure and/or share his/her name/password with other individuals or entities. He/she agrees to comply with all federal, state and local requirements pertaining to the security, confidentiality and privacy of information maintained by the University of Pikeville, including the Federal Family Educational Rights and Privacy Act (FERPA).
  2. Receptionist duties including, but not limited to answering telephone, in-person, e-mail, and written inquiries and requests; and maintaining good customer service.
  3. Responsible for the Kentucky College of Osteopathic Medicine (KYCOM):
    • Build class schedule in Colleague.
    • Coordinate with KYCOM Student Affairs, Academic Affairs, and Clinical Affairs to ensure accurate registration and enrollment.
    • Create, manage, and maintain student rosters and saved list for all currently enrolled students including but not limited to leaves of absence, late graduates, board scores, enrollment status, academic/disciplinary status.
    • Track student leaves, withdrawals and dismissals, input information into Colleague and report this information to all interested parties.
    • Manage student records functions in Colleague (i.e. academic/disciplinary standing and enrollment status (SACS); board scores (TEST), saved lists (SLC/SLED), registration, graduation and grade entry/verification.
    • Perform roster verification at the beginning of each term.
    • Attend P&M meeting and provide up-to-date status when requested.
    • Verify graduate information for employment and board licensure.
    • Grades (entry [3rd and 4th year], review, verification, remediation, and grade changes).
    • Verify 1st and 2nd year final grades.
    • Determine honors and record on transcript.
    • Graduate KYCOM students.
    • Upload transcripts, diplomas, and MSPE as well as completing the medical education form to appropriate organization (i.e. VSAS, MIDAS, and FCVS).
    • Manage ERAS responsibilities:
      • Issue tokens in bulk during summer of third year; issue individual tokens as requested throughout the year.
      • Upload MSPE’s to students’ accounts in fall of fourth year (prior to October 1st).
      • Upload transcripts for fourth years as requested.
    • Prepares deferments, provide letters/forms of enrollment/good standing (except regarding rotations), and insurance forms for health profession students.
    • Process name changes and update demographic information.
    • Collaborate with Graduate and Health Professions Student Affairs on incoming student file creation, general file maintenance.
    • Keep up-to-date with KYCOM Catalog.
    • Develop a KYCOM Processes & Procedures Manual.
  4. Responsible for the Kentucky College of Optometry (KYCO):
    • Build class schedule in Colleague.
    • Coordinate with KYCO Student Affairs, Academic Affairs, and Clinical Affairs to ensure accurate registration/enrollment.
    • Create, manage, and maintain student rosters and saved list for all currently enrolled students including but not limited to leaves of absence, enrollment status, academic/disciplinary status.
    • Perform roster verification at the beginning of each term.
    • Assist Academic Standards Committee in providing transcripts, grades, etc., when requested.
    • Grades entry, review, verification, remediation, and grade changes.
    • Verify final grades, verification, remediation, and grade changes.
    • Determine academic standing.
    • Graduate KYCO students.
    • Process name changes and update demographic information.
    • Collaborate with admissions on incoming students.
    • Image all KYCO files after graduation.
    • Keep up-to-date with KYCO Catalog.
    • Develop a KYCO Processes & Procedures Manual.
  5. Utilizes word processing, the Internet, electronic mail, spreadsheets, databases and other computer and technologically enhanced learning tools to carry out responsibilities in an efficient and thorough manner.
  6. Demonstrates willingness to continue training and/or education to meet changing needs and procedures in academic administrative support services.
  7. Performs additional duties as required by the University Registrar.
  8. Performs other duties as assigned.

Secondary Responsibilities:

  1. Assist with the dual credit, undergraduate and graduate registration process-assisting students; checking forms, inputting students’ class schedules, drops, adds, wait listing, prerequisite checking, withdraws, and permissions into Colleague, name/address changes, conversion to student, student program changes, etc. 
  2. Assists with the scanning and imaging of student records, checking for accuracy, linking to the student database, and the purging of files.
  3. Process transcript requests.
  4. Assist with registration of dual credit, undergraduate, and graduate.
  5. Assist with Roster Verification. 
  6. Colleague Source trainer and backup.
  7. Assists university registrar with certifying students for graduation.
  8. Assists with the preparation and implementation of graduation ceremonies including: Commencement program, line-up, check-in, etc.
  9. Assists with Acadeum.


Position requires continuous contact with co-workers, supervisor, student workers, faculty, and staff in order to assign jobs, obtain instructions, make decisions, and answer any questions that may arise. Contact with students and parents is necessary in order to talk about schedules, transcripts, enrollment information, class instructors, and any other inquiries that may arise. 

These relationships are maintained through e-mail, telephone, social networking sites such as Facebook, text message, or person-to-person contact. 

Education/Skill Requirements:

  • Bachelor’s degree required. Master’s degree preferred.
  • Three to five years’ experience in a higher education setting.
  • Must have ability to multi-task.
  • Attention to details.
  • Must have excellent written and oral communication, organizational, typing, and critical thinking skills.
  • Must be proficient with Microsoft Office, particularly Word and Excel.
  • Must be familiar with conducting research on the Web.
  • Must have experience working with office equipment, e.g. computer, copier, telephone (multi-line), printer, and scanner.

The University of Pikeville offers a competitive salary commensurate with qualifications and experience. UPIKE offers a competitive benefits package including medical, dental, vision, and life insurance, telemedicine, long-term disability, tuition waivers, a 403(b)-retirement plan, and HSA, FSA, & dependent care accounts. UPIKE also offers a generous holiday schedule and paid leave program.

Important Notes: Resume and other application materials will be reviewed to determine if you meet the required qualifications for the position. If it is determined that you meet the required qualifications, your application materials will be used to identify a top group of the most highly qualified candidates. Please, specifically address the qualifications, competencies and desired qualifications in your resume and application materials.

The University of Pikeville is committed to providing a safe and productive learning, living and working community. To achieve this goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history.

The University of Pikeville is an equal opportunity employer committed to assembling a diverse, broadly trained faculty and staff. The University of Pikeville does not discriminate on the basis of race, ethnicity, color, sex, gender, gender identity, sexual orientation, religion, national origin, age or disabilities in its programs, activities, hiring, or the admission of students.

For more information about the University of Pikeville, please visit Interested applicants should complete the online application by visiting In addition to the application, interested applicants are requested to attach to their application a letter of interest, current resume, and the contact information for three to five professional references.

Date Posted: 12/07/2021
Department: Academic Affairs
Employment Type: Full-Time (40 hours)
Position Type: Staff