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Director of Student Records - SOE

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
Oct 29, 2021

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Position Type
Administrative, Business & Administrative Affairs, Financial Affairs, Student Affairs, Admissions, Enrollment, Retention & Registrar, Financial Aid, Other Student Affairs
Employment Type
Full Time
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Johns Hopkins School of Education is seeking aDirector of Student Records (Associte Director Student Records) who works under general direction of the Sr. Associate Dean, Finance & Operations and is responsible for the daily management of student records management , including but not limited to: updating student statuses, including leaves of absence, degree conferral, grades management, catalog updates, course scheduling, withdrawals, transcript processing, and supporting internal and external reporting needs, financial aid, and student accounts operations at SOE that are not performed by Johns Hopkins University’s newStudent Enrollment & Account Management (SEAM) Shared Services Organization.This person will serveas the school-based point of contact for SEAM’s registration, financial aid, and student accounts operations.In addition, this person will be responsible for the specific duties listed below, which are not handled by SEAM.

Specific Duties & Responsibilities:

General Enrollment Management Services:

  • Supervision of Academic Records Specialist position.
  • Act as liaison between SEAM Registration/Financial Aid/Student Accounts team and divisional leadership, faculty, and staff. Represent SOE at SEAM meetings.
  • Respond to complex questions from students and families that the SEAM cannot address due to division specific practices and/or unique student circumstances.
  • Serve as divisional knowledge resource regarding Registration/Financial Aid/Student Accounts best practices.
  • Ensure that the division operates in a compliant manner with all applicable federal, state, and institutional regulations and policies.

Financial Aid & Student Accounts:

Institutional Grant & Scholarship Administration:

  • Work with SOE leadership to identify and inform decisions regarding 10+ departmental grants, 25 scholarships, and grant funds. This includes, but is not limited to, acting as a liaison with program coordinators, problem-solving, and troubleshooting.
  • Use PowerFaids to review records and troubleshoot complex financial aid issues and questions.
  • Serve as a liaison to the Development and Finance offices.

Auditing & Reports:

  • Serve as a back-up and have the ability to assist with auditing and reports
  • Provide reports regularly and analyze service level needs with the Sr. Associate Dean, Finance & Operations, Finance Team and Programs for continuous improvement.
  • Other school-specific activities:
  • In collaboration, with the SEAM and University Financial Aid Compliance provide records associated with audits, cost of attendance World News and Reporting, EdD Provost reports, etc.

Other:

  • Oversee the maintenance of the departmental policy, procedure, and processing manuals related to institutional financial aid, student accounts and registrar.
  • Oversee the process of book vouchers and vendor invoices (i.e. Barnes & Noble) and monthly collections agency fees.
  • Manage deposits of non-degree student accounts funds.
  • Support at campus partner events to help prospective students and families navigate Financial Aid including
  • Assisting with awarding and packaging aid
  • Support outreach to prospective and current students.
  • Other school-specific activities such as:
  • Urban Teachers (UT): Act as a resource for UT which includes managing the process for pursuing unpaid balances; attending meetings to acquire outside funding sources for UT students. Attending planning and process meetings with UT and JHU staff, posting UT health insurance payments for year-1 students, etc.
  • Conducting/participating in program Orientation sessions and Admissions open houses
  • Adjudicate on professional judgment any additional aid appeal requests, outside of federal Financial Aid. These include the Emergency Grant Committee and sporadic internal issues as they arise.
  • Manage various other responsibilities for Teach for America (TFA)/Urban Teachers
  • Holds for AmeriCorps issues
  • TFA MOUs
  • Review of TFA semester payment memos

Records and Systems Management:

Registration:

    Safeguard School of Education compliance with federal, state, university, and divisional regulations and policies as appropriate. Evaluate and implement any new registration/records processes and policies, as determined by the division, the Office of The University Registrar., or the Registration SEAM. Manage the technology side of registration including Student Information System (SIS) configuration and setup in support of course maintenance, registration, refunds, cohorts and grading. Controls office operations and workflow; managing operational calendars for the office with understanding of inter-relationship with all other offices in the school, University Registrar’
  • Other school-specific activities such as:
  • Serve on the General Petitions Review and Curriculum Policy committees.

Academic Catalog:

    Manage yearly production of divisional catalog through CourseLeaf software; overseeing program coordinator’s changes/updates to any program sections. Update all academic/student policy changes. Working with Office of the University Registrar, develop divisional timeline for catalog production.

Academic Calendar:

    Working in conjunction with the JHU academic calendar, work with the Vice Dean and the program/department chairs to develop SOE’s academic calendar ensuring that the calendar complies with federal, state regulations as well as university, policies.

Graduation:

Manage the graduation process including administration of the online graduation application and communications with graduates resolving any issues as they occur.

    Oversee diploma ordering process, ensuring adherence to School and University-wide policies. Process degree clearances and conferrals Coordinates with the SOE Office of Special Events for staging of SOE graduation ceremony, including assisting with the creation of floor plans and preparing commencement brochure. Responsible for setup, maintenance, charges, testing and use of SIS (Student Information System) for faculty and staff.
  • Oversee and manage all SRS reporting affecting Registration, Records, or Student Accounts.
  • Manage course/credit transfers from other institutions.
  • Other duties as assigned by the academic division or at the request of the SEAM and The Office of the University Registrar.

This position offers the option to work remotely on occasion, but candidate must have the ability to participate in meetings, receive and make phone calls, conduct on campus workshops, provide both in- person and virtual support to the JHU students based upon demand, and attend in person training and conferences as needed.

Minimum Qualifications (Mandatory):

  • Bachelor's Degree.
  • 5 years of related experience.
  • Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

  • Master’s Degree preferred.
  • Previous experience in financial aid and/or registration preferred. Knowledge of compliance requirements for both financial aid and registration transactions and operations preferred.

Special Knowledge, Skills & Abilities:

  • Experience with financial aid, registration and student records management as well as student accounts in a higher education setting.
  • Highly skilled customer service capabilities.
  • Excellent oral and written communication skills.
  • Excellent organization skills and attention to detail.
  • Skills in collaboration and working across organizations to meet stakeholder needs and expectations
  • Working knowledge of Excel, Word, and Access.
  • Proficiency in the use of enrollment services related software and systems (e.g. SIS, PowerFAIDS, CourseLeaf, OnBase, etc.)

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: Associate Director Student Records
Working Title: Director of Student Records - SOE
Role/Level/Range: ACRP/04/MD
Starting Salary Range: ​​​​​​​$53,020 - $72,930 annually (commensurate with experience)
Employee group: Full Time
Schedule: 37.5/ Monday - Friday
Exempt Status: Exempt
Location: Hybrid
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. 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.

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

Hybrid


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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