The Office of the Registrar is seeking an Academic Services Specialist who will report to the Academic Services Administrator on Homewood Campus and will be responsible for overseeing the data management, systems processes, policy implementation and workflow of the following functions of the Registrar's Office:
Responsible for all aspects of transcript services for the Krieger School of Arts and Sciences and the Whiting School of Engineering, including Advanced Academic Programs and Engineering for Professionals. Duties include managing transcript requests received electronically from the National Student Clearinghouse and by mail, fax, and case management system. Oversee the production and distribution of approximately 19,000 official transcript requests annually to current students and alumni.
Manage the verification of attendance, degrees, certifications of enrollment and GPA disclosures. Manage the efficient processing of National Student Clearinghouse electronic verification requests.
Develop and refine monthly reports documenting activity and trends.
Pursuant to NCAA regulations, certify the academic eligibility of student-athletes to participate in collegiate sports.
Assist students, faculty and staff by phone, email and case management system.
Assist with commencement duties and provide backup support for records, registration and scheduling services as needed. Assist with other special projects as assigned.
Actively engage in supporting the mission, goals, and strategic initiatives of Homewood Student Affairs.
Provide outstanding customer service to all constituencies. Superior customer service skills are key to successful delivery of these time-sensitive services.
Specific Duties & Responsibilities:
Oversee the security and integrity of official transcripts requested and distributed to academic departments, educational institutions, scholarship committees, higher education associations, state commissions, prospective employers and other third parties produced electronically and in hard copy for undergraduate and graduate students from the Krieger School of Arts and Sciences and the Whiting School of Engineering.
Coordinate importing and exporting of electronic transcript request data to/from the National Student Clearinghouse, including adoption and implementation of enhanced services.
Manage and process transcript requests received via National Student Clearinghouse, case management system, mail, fax. Maintain electronic record of key supplemental data elements in furtherance of university objectives. Coordinate processed requests from all employees to manage and track completion. Ensure compliance with established guidelines and processing times.
Serve as liaison to Academic Advising Offices for special reports.
Develop and refine detailed reports documenting transcript processing activity, including quarterly and annual reports of transcript request services, including trend data, comparisons over previous reports, and breakdown by division, etc.
Responsible forthe annual imaging and archival of official transcripts of graduated students.
Manage and coordinate the archive process for student records with MSE library.
Act as primary contact to obtain archived records.
Act in coordination with or as backup for the Associate Registrar regarding subpoena research, records verification and testimony.
Inventory, monitor and order official transcript paper and mailing supplies.
Monitor and replenish postage in office postage machine.
Supervise and coordinate cross-functional administrative support for transcripts and certification services regarding the issuance of official verifications and transcripts to external recipients.
Monitor the processing of National Student Clearinghouse enrollment verification and loan deferment verification requests.
NCAA Eligibility Certifications
Remain current on NCAA compliance rules governing initial and continuing eligibility of Division 1 student-athletes.
In conjunction with the Registrar, review the initial academic eligibility of incoming freshmen athletes on Division 1 teams as represented by the Associate Athletic Director. Confirm and certify eligibility pursuant to NCAA regulations.
In conjunction with the Registrar, review the continuing eligibility/progress to degree requirements as represented by the Associate Athletic Director. Confirm and certify continuing eligibility pursuant to NCAA regulations.
Involves written communication with current students and alumni, academic and administrative offices at all JHU divisions, other educational institutions, government offices, associations, service bureaus, and vendors.
Provide friendly, courteous and efficient customer service in all duties.
Assist with the annual Commencement ceremony and other graduation duties as necessary.
Minimum Qualifications (Mandatory):
High School Diploma / GED required.
Bachelors Degree preferred.
Three years of related administrative experience in collaborating, organizing and working in a fast-paced environment required, preferably in an institution of higher learning.
Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
Special Knowledge, Skills, or Abilities:
Advanced knowledge in the use of software applications, databases, spreadsheets and MS Word is required.
Knowledge of the standards and best practices of record maintenance, including automated records systems.
Ability to gather data for generating and preparing reports.
Knowledge in SIS, USIS, and Alchemy is preferred.
Knowledge of NCAA compliance rules is preferred.
Knowledge of VA certification practices is preferred.
Knowledge of Salesforce is preferred.
Knowledge of FERPA regulations and AACRAO best practices are required.
Knowledge of higher education and University policies and procedures, Federal, State and local laws and regulations regarding the security of student academic records and the Family Educational Rights and Privacy Act (FERPA) is needed to assist students with inquiries related to transcripts and to assist all other clients and staff regarding student records.
Excellent interpersonal, writing, telephone and supervisory skills.
Knowledge of JHU academic programs and University resources such as Academic Advising, Student Accounts, General Counsel's Office, and Pre-professional Advising.
Strong organizational skills.
Must be able to lift boxes of records weighing 25 to 30 pounds.
Involves real-time and online data entry responsibilities, knowledge of student information system (SIS) helpful.
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 the 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: Academic Services Specialist Working Title: Transcript and Certification Services Specialist Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30 am to 5:00 pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: 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.
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.
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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
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.