General Summary: The Academic Records Specialist is a team member of the Records and Registration area which strives to provide exceptional customer service in all work in support of registration and records. The Academic Records Specialist is responsible for the daily activities that support registration and academic records maintenance of Arts and Sciences, and Engineering students at Johns Hopkins University. Primary duties for this position include, but are not limited to: the creation and maintenance of academic records, ensuring the integrity of academic records and providing outstanding customer service to students, faculty, parents, staff, and the general public via e-mail correspondence, through a customer relationship management system, and resolve inquiries referred by our customer service center. This position is responsible for providing cross-functional student-centered support for undergraduate students, graduate students, part-time programs, and other unique student populations. The Academic Records Specialist actively engages in supporting the mission and goals of Homewood Student Affairs.
Note: This position is not eligible for visa sponsorship.
Essential Job Functions: The Academic Records Specialist will verify undergraduate student registration, time status and conferral of degree information. This position will generate and evaluate data error reports and correct data to ensure accuracy of student records. The Academic Records Specialist will also generate, evaluate, and compile data for function-specific reports that will be used to facilitate data driven decisions. The reports will also trigger communications to academic and administrative deans, faculty, administrative staff, advisors, and students. This position must be able communicate successfully with students that may be unfamiliar with university practices. These students include, but are not limited to, international, first-generation, underrepresented, and other diverse populations. Process enrollments and add/drop transactions for full-time programs and submit interdivisional course requests to other JHU divisions and specialty programs. Provide administrative support for student status changes, and other transactions. Assist with inquiries related to functions of the Office of the Registrar, and other general information. Support the Assistant Registrar in maintaining academic records, both paper and electronic. Act independently in the absence of the Assistant Registrar. Assist with annual Commencement activities, and other duties as assigned. These responsibilities require specialized knowledge including, but not limited to, transfer credit entry rules, study abroad requirements, NCAA compliance, electronic records processing and maintenance, and the cyclical nature of calendars for advising and registration, federal, state, and local laws. The Academic Records Specialist acts as a knowledgeable source of information with regard to policies, procedures, rules, and regulations of the University.
Experience: Three years administrative/academic related experience required. Must demonstrate initiative, creativity and resourcefulness. Ability to analyze and resolve issues, including student data issues. Ability to collaborate on innovative solutions, and implementation of these solutions. Position requires excellent work habits and office skills. Position requires the ability to be accountable for all work, independently set priorities, think critically, and successfully communicate in both oral and written formats.
High School Diploma/GED required. Associates Degree (or equivalent) or College Degree (or equivalent) preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Special Knowledge, Skills, or Abilities: Functional experience with Student Information Systems and Microsoft Office Suite of programs. Knowledge of FERPA (Family Educational Rights and Privacy Act), and all laws, rules and regulations related to JHU policies is desired. Experience with NCAA compliance and eligibility is also preferred. Functional experience with OnBase or other document imaging software is strongly preferred.
Classified Title: Academic Services Specialist Working Title: Academic Services Specialist Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F, 8:30am - 5:00pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001446-Office of the Registrar Personnel area: Homewood Student Affairs
The successful candidate(s) for this position will be subject to a pre-employment background check.
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The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.