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Academic Records Specialist

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Oct 26, 2021

The Department of the Registrar is seeking anAcademic Records Specialist (Registration Coordinator) who will work under the general direction of the Director of Student Records at the School of Education and will support the efforts to maintain the integrity of student records, help to resolve registration cases that are escalated from Johns Hopkins University’s new Student Enrollment & Account Management (SEAM) Shared Services Organization and collaborate with the School of Education leadership, faculty and staff in order to respond to student registration and records related tasks.

This person will serve as a school-based point of contract for SEAM’s registration operations team. In addition, this person will be responsible for the specific duties listed below, which are not handled

Specific Duties & Responsibilities:

Student Records Management: 50%

  • Monitors, reviews and processes withdrawals for credit courses
  • Create cohorts and cohort fees in SIS; SIS testing as needed
  • Resolve registration problems; process student petitions for exception to policy and refer to Petitions Review committee, as necessary
  • Manages electronic and paper academic records; ensuring adherence to all records retention policies, keeping systems for the Office of the Registrar.
  • Advises and assists students, faculty, and staff regarding registration and records policies and processes.
  • Manages course waitlist.
  • Primary liaison for CMD (Call Center) and SCM (Email system).
  • Oversee communications with current students with regard to student information about registration deadlines and changes.
  • Oversee the course withdrawal and process the refund request as per the established policies.
  • Post degree and date of conferral after each graduation period.
  • Process enrollment and degree verification requests as needed.
  • Administer Leave of Absence and return from Leave of Absence requests, ensuring students’ records are updated in SIS.
  • Responsible for setup, maintenance, changes, testing, and use of SIS (Student Information System) for faculty and staff.
  • Point of contact/approval for access to SIS system

Transcript Maintenance and Processing Requests: 25%

  • Process all transcript requests as well as investigator requests for student’s transcripts.
  • Handle any verification/certification requests that are submitted to the RO.
  • Oversee student grades management; ensuring that student grades and transcript notations are entered accurately in SIS in a timely fashion.
  • Oversee and manage SOE academic standing policy; communicating with programs and students about changes to students’ academic standings and statuses.
  • Produce I  F rosters for faculty to ensure that the Incomplete policy is followed.
  • Manage course/credit transfers from other institutions; process student status change and fulfill outgoing requests.

Graduation: 25%

  • Responsible for proofing university-wide and SOE commencement brochures.
  • Manage all email communication to students.
  • Create graduation report for Academic Council review.
  • Oversee diploma ordering process, ordering and proofing all diplomas.
  • Resolve any problems related to graduation with academic programs.
  • Generates various graduation reports for Registrar and Deans.

Level of Independent Decision Making:

  • Carries out duties with limited supervision.
  • Makes decisions and establishes work priorities on essential procedure-oriented operations.
  • The person in this position must be able to interact effectively with a broad array of community and university personnel.
  • This position resolves matters on behalf of management.

Internal & External Contacts:

Internal:

  • Program Area faculty/staffs
  • Center staffs
  • Dean’s Office
  • Offices of International Students and Student Affairs
  • SEAM

External:

  • Staff at Consolidated Health Providers (CHP)
  • US Dept of Veteran’s Affairs
  • Maryland Higher Education Commission (MHEC)
  • National Student Loan Clearinghouse

Minimum Qualifications (Mandatory):

  • High School Diploma/GED required.
  • Four years’ administrative/academic related experience
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

  • Bachelor’s Degree.
  • Five years of work experience in a busy, academic setting.

Special Knowledge, Skills & Abilities:

  • Knowledge of Family Educational Rights and Privacy Act (FERPA).
  • Experience with the Student Information System (SIS), preferred.
  • Ability to work with a high level of independence.
  • Excellent written and verbal communication skills.

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: Registration Coordinator
Working Title: Academic Records Specialist
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: 37.5/ Monday - Friday
Exempt Status: Non-Exempt
Location: ​​​​​​​Homewood Campus
Department name: ​​​​​​​Registrar
Personnel area: School of Education

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.

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 or because the individual is pregnant or attempting to become pregnant. 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 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.

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

Homewood Campus


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

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