Associate Registrar

We are seeking an Associate Registrar for Administration and Operations, the Associate Registrar for Administration and Operations at the Johns Hopkins University School of Medicine (JHUSOM) works under the direction of the Associate Dean and Registrar. They are responsible for project coordination and integration of services for JHUSOM learners (medical students, graduate students, postdoctoral fellows, etc.) Administrative management functions for this position include budget administration and preparation, direct supervision of registrar staff and certain credentialing staff and supervision of office staff. The Associate Registrar for Administration and Operations holds a pivotal position in the JHUSOM Registrar’s Office, functioning as a cross-functional coordinator for technology projects including interaction with the Office of Information Technology, University Information Services, Office of the University Registrar, and other key stakeholders. The Associate Registrar for Administration and Operations works closely with the Registrar’s Office staff to manage events.

Specific Duties & Responsibilities

• Continuously monitor and improve operational processes and procedures to ensure accuracy and efficiency.
• Produce, analyze and interpret data-driven reports to support School of Medicine and University data-based decision-making.
• Interpret policy and assist faculty with administrative responsibilities pertaining to undergraduate and graduate education issues.
• Monitor and maintain processes and practices that actively safeguard student privacy.
• Participate in the development, testing, and maintenance phases of the student information system and other software.
• With the Office of Information Technology, evaluate, recommend, and implement information technology (IT) solutions for enhancements to current business processes as well as for new projects.
• Collaborate with the Office of Information Technology by serving as the subject matter expert when considering database solutions for large projects, such as the university catalogue and student electives books.
• Oversee implementation of new solutions in the functional area.
• Prepare and coordinate the annual operating budgets, monthly reporting, and management of Registrar’s Office funds.
• Administration.
• Develop and maintain scheduling for staff and manage day-to-day front office functionality.
• Oversee the hiring and onboarding process of new staff, partnering with HR and Registrar office staff as needed.
• Maintain and continuously improve work location policies and procedures.
• Responsible for all aspects of United States Medical Licensing Examination (USMLE) and National Board of Medical Examiners (NBME) reporting.
• Management of JHUSOM Academic Catalog, in coordination with the University Registrar, using a University-wide platform.
• Collect and provide data for review by accrediting agencies.
• Retain historic HR related files and serves as HR point of contact for HR related policy issues.
• Coordinate and oversee annual, semester, and quarterly data integrity reporting.
• Complete required institutional and external surveys and questionnaires and provide to the Associate Dean and Registrar for review and approval.
• Supervise Sr. Credentialing Specialist and Registration Coordinator.

Document Management Process

• Manages the storage and retention of physical and electronic documents using a robust file management system in alignment with university practices.
• Coordinate use of the university’s document imaging system (OnBase) for the storage and retrieval of learner records.
• Develop and implement workflows for electronic document management.
• Reduce the use of paper documents through creation of a filing management procedures to convert existing paper files into electronic media.
• Oversee integration of current documents into filing management system.

Customer Service

• Respond to students, house staff, postdoctoral fellows, faculty, and staff as needed.
• Understand and adhere to JHU and JHUSOM policies that pertain to registrar functionality.
• Understand JHU and the Johns Hopkins Health System structures in order to provide appropriate referrals.
• Develop and maintain in-depth knowledge of student, house staff, and postdoctoral fellow benefit plans.
• Supervise updates of the Registrar Office presence on the web to maximize communication of policies and provision of other information to populations served.
• Represent the Registrar’s office in interactions with SOM offices, deans, senior staff, faculty, administrators, and support staff of the Johns Hopkins University.
• Represent Registrar’s office in meetings on behalf of or in addition to the Associate Dean and Registrar.

Events Management

• Lead the coordination and execution of SOM events including convocation and orientations.
• For the annual convocation, ceremony ensure venue, marketing and communications, regalia, shipping, award certificates, shipping and delivery, student and faculty awards, diplomas.
• For house staff and fellows orientations, work with stakeholders (ID and Parking, University Health Services, etc.) and develop processes to ensure new house staff and fellows receive identification badges, health screening, testing, parking and other services. Oversee preparation of materials to be distributed to learners (such as registration and benefits) and arrange for catering. Identify and resolve logistical or other problems as they arise.
• For medical and graduate student orientations, collaborate with other Associate Registrars, the Office of Medical Student Affairs, the Associate Dean for Undergraduate Medical Education, the Office of Graduate Biomedical Education, and others, to plan and execute orientation activities.

Reporting

• Use the SOM Information System (SOMIS) and university student information system (SIS) to generate and prepare data for compilation and report distribution.
• Work with Associate Registrars and Benefits Manager to complete and verify enrollment-related reporting to appropriate institutional and regulatory agencies.
• Work closely with outside agencies to develop systems that accommodate reporting requirements of the State of Maryland, Department of Education, and the Internal Revenue Service (IRS) regarding student data reporting, tracking requirements, and privacy issues.
• Conduct analyses and create reports to present to leadership and other relevant stakeholders.
• Manage National Student Clearinghouse enrollment reporting and respond to other data requests.
• Respond to ad hoc requests for information pertaining to learner data.

Project Management

• Ensure timely completion of Registrar’s Office projects.
• Ensure the Registrar’s Office and its programs are reviewed regularly.
• Establish and implement project management processes and methodologies to ensure projects are delivered on time and within budget, adhere to high quality standards, and meet assigned expectations.
• Define the scope of projects in collaboration with key stakeholders.
• Serve as project manager on complex mission-based projects: assemble project plans and teamwork assignments, direct and monitor work efforts, identify resource needs, perform quality review, troubleshoot issues, create project plans, develop agendas for meetings, and follow-up between meetings.
• Facilitate the success of assigned projects: define, document, and consolidate the requirements from accountable leaders and work groups, create high quality deliverables such as work flow diagrams, policies and procedures, project timeline documents, and throughput reports.
• Serve as a team member, technical resource, and process facilitator on projects, providing analysis as requested and contributing to the development of ideas and proposals.

Communications

• Work with the Associate Dean and Registrar to draft and deliver communications, letters, emails, reports, and reviews.
• Review and revise internal announcements and other communications for accuracy and grammatical correctness, and approve for dissemination when appropriate.

• Other duties as assigned.

Minimum Qualifications

• Bachelor’s Degree.
• Five years experience in a post-secondary institution.
• Experience working with faculty and academic administrators.
• Advanced Degree may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master’s Degree in education or a related field.
  

• Prior experience working with a student information system.

• Functional experience with document imaging systems (ex. OnBase).
• Functional experience with catalog management systems (ex. CourseLeaf).
• Supervisory experience strongly preferred.

Special Knowledge, Skills, & Abilities

• Knowledge of higher education policies, including FERPA and HIPAA.
• Self-motivated, focused, positive attitude, flexible, professional and proactive.
• Proven ability to manage competing priorities and work in a complex environment.
• Strong organizational skills and meticulous attention to detail.
• Ability to liaise with people at all levels, including medical faculty, learners, and peers.
• Excellent oral and written communication skills.
• Ability to handle confidential and sensitive matters in an appropriate manner.

Physical Requirements

• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
• Occasionally lifting, carrying objects weighing 10lbs. or less.
• Occasionally pushing, pulling objects weighing 30lbs. or less.

Classified Title: Associate Registrar
Role/Level/Range: ACRP/04/ME
Starting Salary Range: $62,780 - $86,390 (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 37.5 hours per week
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Registrar Office
Personnel area: School of Medicine

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

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.

Note: Job Postings are updated daily and remain online until filled.

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 jhurecruitment@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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm