Academic Services Specialist, Admissions

General summary/purpose:

The Academic Services Specialist assists with all phases of day-to-day admissions application and decision processing functions for the Carey Business School. This position will also enter and release decisions, respond to prospective student inquiries by e-mail and phone, and enter and track required admissions documents through an online application system. The Academic Services Specialist provides excellent customer service in a high-volume graduate admissions office. May have contact with other universities, schools and testing agencies for purposes of clarification of transcript details or questionable score reports.

Please note that this position is not eligible for visa sponsorship.

Specific duties & responsibilities:
A. General Office Administration (80%)

• Develops, implements and maintains administrative systems and procedures for effective functioning of Admissions Office. Add documentation of procedures in Carey’s instance of Confluence, a collaborative software documenting systems procedures across functional areas.
• Plays a key role in team decision-making regarding efficiency of process improvements
• Serves on committees regarding efficiency of process improvements
• Works independently to process electronically submitted applications received daily through Slate
• Works with OSRS to configure data integration between two systems (Slate and SIS)
• Uploads inquiries, updates records, releases decisions for part-time programs, and works with Operations Manager on final decision release for full-time programs. Supports the Office of Admissions regarding inquiries, record updating and final decision entry
• Reviews required decision materials for accuracy and enters official decisions into Slate
• Enters and ensures accuracy of entered decision information into Slate.
• Archives application records as directed by OSRS.
• Create and use queries in Slate to manage movement of applications through the file review process.
• Manages communication with large volumes of conditionally admitted students through various stages of follow up
• Communicates with Office of International Services, the Registrar’s Office, and Financial Aid to ensure that conditions are appropriately lifted and decisions are updated in a timely manner according to required deadlines for said offices
• Interacts with the OSRS to ensure that systems (SIS and Slate) are reconciled through error reporting and reprocessing.
• Enters applications in SIS for dual programs with other JHU schools
• Update application records as requested
• Works closely and routinely with colleagues to reconcile student records and resolve problems
• Respond to e-mails and process application documents contained in e-mail accounts for conditional admission and electronic transcripts.
• Along with other members of Admissions, answer incoming calls on the general admissions phone line.
• Refers prospective and current students by phone and e-mail to appropriate contacts.
• Processes incoming mail
• Conducts general paper and electronic filing and maintains accuracy and currency of the filing system
• Supervises Graduate Assistant staff, provides day-to-day direction and prioritization of tasks

B. Additional Office Duties (20%)

• Attends events on behalf of the Carey Business School, including occasional weekend events.Provides back up for coordinating and processing travel and other reimbursements for the department recruiters
• Provides back up support for Fulfillment and Event Management by using a purchasing card to pay for event registration, catering, and other purchases for the department
• Provides back up support for web site updates
• Participates in department meetings
• Monitors, maintains, and orders supplies
• Performs other duties as assigned

Minimum qualifications (mandatory):

• High School diploma required.
• At least three years administrative experience. Experience in an academic environment highly desirable.
• Additional education may be substituted for experience.

Special knowledge, skills, and abilities:

• Knowledge of Admissions and University student records systems, including Slate, SIS, and Share Point,
• Proficiency in windows-based software applications, spreadsheet, and database software (Word and Excel preferred)
• Knowledge of system integration
• Demonstrated ability to communicate and interact effectively with diverse clientele
• Demonstrated ability to communicate and interact effectively with colleagues in diverse functions and various levels of authority within the organization Demonstrated ability to meet deadlines, routinely and in occasional high pressure situations
• Demonstrated ability to exercise independent judgment and critical thinking skills to prevent problems and identify and resolve issues when they arise
• Ability to set priorities, plan, and apply daily strategies to meet workload demands
• Ability to manage multiple tasks simultaneously and to set priorities
• Knowledge of admissions procedures and policies
• Knowledge of federal, state, and local laws pertaining to privacy and security of academic records and student transcripts desired.
• Strong teamwork skills
• Knowledge of requirements pertaining to and needs of international students
• Demonstrated track record of strong customer service
• Demonstrated attention to detail and accuracy
• Recognizes and adhere to the need for data protection of sensitive materials

Classified Title:Academic Services Specialist
Working Title: Academic Services Specialist, Admissions ​​​​​
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range:$17.42 to $21.79 per hour
Employee group: Full Time
Schedule: Monday-Friday 8:30am-5:00pm
Exempt Status: Non-Exempt
Location: 46-MD:JH at Harbor East
Department name: 60000059-Admissions
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 atjhurecruitment@jhu.edu. 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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