Carey Records Department is seeking an Academic Records Specialist who provides academic services support in the Registrar's Office of the Johns Hopkins University Carey Business School, specifically supporting those operations related to student records, scheduling, Onbase, and data management.
This position works closely with the Academic Program Managers, the Director and Assistant Director of Records and Registration, Carey faculty and Advisers to ensure that course scheduling data is accurate and deadlines are met for entry into SIS. The position is responsible for waitlist configuration, IDR registration configuration, and academic standing determinations. In addition, the position works with the Associate Director in support of Graduation to ensure the accuracy and preparation of diplomas for graduation, and assists with other graduation activities. The position meets regularly with the department's administrative team to monitor progress in all areas of the scheduling process, as well as other important projects.
This position will also interact with Carey students and alumni, as well as Carey faculty and staff to provide services and information for which the Registrar's Office is responsible. The Student Records Administrator works very closely with the SEAM Registration team to resolve registration case escalations.
Note: This position is remote with the expectation that the incumbent may need to be on campus up to 1 day each week.
Specific Duties & Responsibilities:
Section Management (30%)
Enter course schedule information into the SIS system within assigned deadlines and data entry of any necessary schedule changes.
Review course and section information to ensure accuracy and make necessary edits.
Maintains information regarding withdrawn or cancelled courses. Respond to and resolve student and faculty issues regarding scheduling matters.
Sets up Independent Study courses at request of Academic Program Managers.
Assist other staff members of the Registrar's Office with student records tasks.
Assist with the OnBase initiative including workflow implementations and document maintenance.
Coordinates the Academic Standing process for students below a specified grade point average (GPA). Tuition calculation processing.
Update student information in SIS to include cohort and advisor data.
Manages the Student Case Management system (SCM) by reviewing new cases, responding to simple inquiries, and escalating complex cases as needed.
Acts as a primary divisional contact for the call center (CMD)
Waitlist Management (20%)
Review waitlists and adjust section enrollments, as needed, to assist the registration process.
Collaborate with SEAM Registration team regarding course changes, including cancellations or additions, and room assignments.
Collaborate with SEAM Registration Team to Resolve Any Enrollment Escalations. Data Management and Analysis (20%)
Submits JIRAs for all SIS related issues.
Ensures data entry, analysis, and report generation are accurate and completed within established deadlines.
Ensures integrity of SIS data related to student records.
Completes Course Credit Transfers when students switch to the SPSBE zone from another division.
Maintains and troubleshoots self-service registration system.
Runs statistical error reports for data clean-up of student records.
Tests functionality each time a new updated version is made to SIS.
Attends SIS users meetings as needed.
Requests new functions in SIS
Researches and resolves discrepancies in reports through work with Office of Software Reporting Services.
Serves as a SIS liaison with Teaching and Learning at Carey team.
Other Duties as Assigned (5%)
Minimum Qualifications (Mandatory):
High School or GED required.
Three years administrative/academic related experience.
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula (30 undergraduate degree credits/semester hours or 18 graduate degree credits may substitute for one year of experience).
Five or more years in higher education, preferably in the area of student services or support of an academic program strongly preferred.
Special Knowledge, Skills & Abilities:
Knowledge of JHU educational support systems, including SIS and Degree Audit systems, or similar student information systems.
Knowledge of Carey Business School and Johns Hopkins University policies and procedures.
Knowledge of current higher education registration practices and procedures.
Knowledge of effective, efficient, and confidential electronic and paper records retention methods.
Knowledge of federal, state, and local laws regarding student privacy and records administration and retention.
Knowledge of Carey Business School academic degree and non-degree programs and student services.
Ability to enter data into the Student Information System.
Ability to collaborate and build strong, effective working relationships across Carey departments and JHU divisions.
Ability to work independently and exercise independent and professional judgment.
Ability to work well under pressure, manage competing timeframes, prioritize work, and multitask.
Ability to draft effective and appropriate original correspondence.
Proficiency in Windows-based applications in Microsoft Office Suite – including MS Outlook, Word, Excel and PowerPoint.
Strong verbal and written communication skills, with the ability to interact effectively with a diverse constituency.
Strong customer service skills. Commitment to highest level of customer service.
Commitment to the mission of Carey Business School as well as to the mission of the Office of the Registrar.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Classified Title: Academic Services Specialist Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience) Employee group: Full Time Schedule: Monday - Friday 8:30-5pm with occasional evening or weekend to support graduation activities Exempt Status: Non-Exempt Location: Hybrid Department name: Records and Registration Personnel area: Carey Business School
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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.