Associate Registrar, Graduation, Transcripts and Verification
Johns Hopkins University
Location: Baltimore, Maryland
Internal Number: 62098-en_US
The University Registrar Office seeks an Associate Registrar who will report to the Associate Vice Provost/University Registrar and will oversee specific procedures and processes for commencement, graduation, transcripts, and records management at Johns Hopkins University. This role will serve as a subject matter expert who will collaborate with divisional registrars and academic leadership across the university and will be responsible for accuracy and quality control and will be expected to support the mission and the goals of the university by ensuring that records are managed in an efficient, accurate, and compliant manner. They will provide functional leadership to propose and advance processes, systems and reports that support a sophisticated data-driven environment with accurate and robust information to support university wide decisions. They will be a knowledgeable source of information regarding the policies, procedures, rules, and regulations that affect their functional area and serve as a primary point person for the divisions and the SEAM.
Specific Duties & Responsibilities:
Management and Oversight:
Provide leadership and oversight of student records, including grades, rosters, verifications, transcripts, and diplomas. Ensure the integrity of academic records.
Collaborate with divisional leadership and registrar and oversee the commencement activities including but not limited to the data accuracy, commencement program, various awards and honors and events coordination.
Holistically work with divisional registrar's and provide leadership in the area of degree conferral.
Serve as subject matter expert/point person and a knowledgeable source of information regarding the policies, procedures, rules, and regulations that affect their functional area.
Oversee document management to ensure that it is performed in accordance with industry and institution best practices for records retention and destruction.
In consultation with other colleagues and IT professionals, provide leadership in executing registration and enrollment-related functions in the Hopkins Student Information System, and in using established best practices while promoting an innovative and strategic mindset
Serve as primary point of contact for National Student Clearinghouse regarding transcript processing matters.
Provide supervision to staff and student workers engaged in records and transcript transactions and tasks.
Student Records and Transcripts – Maintenance and Processing:
University wide, improve transcript and verification processes by collaborating with University Information Systems team, divisions, and third-party vendor.
Do periodic audits across all divisions for data accuracy.
Collaborate with cross-functional teams to ensure compliance.
Partner with divisions as needed to create grade files, documentation, etc.
Manage troubleshooting for automated academic records, performing complex transactions and resolving problems that may arise regarding creation and maintenance of student records.
Partner with academic planning team to ensure that degree audit information and data is being accurately reflected onto student records.
Help improve Transfer Credit Articulation process across divisions.
Assist with the implementation of OnBase solutions, manage document types. Responsibilities may include, but are not limited to, collaboration on design, configuration, documentation, application, training, troubleshooting, and maintenance of OnBase solutions. Also responsible for collaborating on the organization, development and implementation of workflows designed to streamline services for students, advisors, faculty, and staff.
Oversee transcript processing to ensure timeliness of the requests across all divisions.
Data and Reporting:
Manage the team's data and reporting efforts, including generating/evaluating, and compiling data and preparing and distributing reports.
In partnership with other assistant/associate registrars, perform and verify enrollment-related reporting to appropriate institutional and regulatory agencies that govern the discipline and profession.
Conduct analyses and create written/visual reports that are easily understood and digested by leadership and other relevant stakeholders.
Using a continuous improvement mindset, lead efforts to enhance/improve systems as needed for the functional area. Participate in maintenance, developing, and testing phases of student information system (SIS) and other software as needed.
Oversee implementation of new solutions in the functional area. Including training staff members on new processes and systems
Policy and Process Oversight and Business Process Improvement:
Provide functional leadership to propose and advance processes, systems and reports that support a sophisticated data-driven environment with accurate and robust information to make school and university enrollment and financial decisions.
Ensure that office and system processes and procedures are accurate (including in such tools as OnBase, SharePoint, etc.) and efficient. Provide ideas and recommendations to leadership as needed.
Interpret policy and assist faculty in the divisions with administrative responsibilities pertaining to undergraduate and graduate education issues.
Monitor and observe processes and practices that actively safeguard student data (per the University's FERPA policy).
Assist with other projects, e.g., registration, divisional events as needed, and other general office functions as assigned.
Minimum Qualifications (Mandatory):
Bachelor's degree or equivalent.
Four years of registrar's office experience. or other student services experience with the registrar's office related tasks within a higher education setting.
Experience working with cross-functional teams and process improvement.
Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Master's degree or equivalent.
6 years of registrar's office experience in a leadership capacity within a higher education setting.
Special Knowledge, Skills & Abilities:
Ability to maintain a positive attitude during stressful situations.
Excellent oral and written communication skills.
Working knowledge of Excel, Word, and Access.
Excellent organization skills and attention to detail.
Well-developed interpersonal skills and ability to communicate effectively.
Demonstrate discretion when dealing with sensitive issues.
Flexible, able to work well under pressure. Must be able to meet deadlines and multi-task.
Ability to analyze and resolve issues, including student data issues.
Ability to collaborate and problem-solve regarding business process improvements and innovative solutions, and to oversee implementation of new solutions or systems.
Functional experience with Student Information Systems and Microsoft Office Suite of programs (Word, Excel, SharePoint, etc.) is strongly preferred.
Functional experience with OnBase or other document imaging software is strongly preferred.
Knowledge of FERPA (Family Educational Rights and Privacy Act), and all laws, rules and regulations related to JHU policies is desired.
Prior experience with JHU's Student Information System (SIS) would be beneficial but not required.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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: Associate Director Student Records Working Title: Associate Registrar, Graduation, Transcripts and Verification Role/Level/Range: ACRP/04/ME Starting Salary Range: $60,945 - $83,865 annually (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30am-5:00pm Exempt Status: Exempt Location: Homewood Campus Department name: Office of the Registrar Personnel area: University Student Services
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 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.