The Office of the University Registrar (OUR) is a shared service organization that provides support for all academic divisions of Johns Hopkins University.
This position is responsible for training and supervision of the back office Registrar team and oversight of daily administrative operations, including but not limited to registration, transfer services, academic records maintenance, certification services such as transcripts and verifications, graduation related tasks, student health benefits inquiries and university reporting and error clean-up. Responsible for ensuring cross-functional support for undergraduate students, graduate students, and other unique learner populations. Responsible for accuracy and quality assurance. Actively engages in supporting the mission and goals of the university.
Specific Duties & Responsibilities
Supervise day-to-day back office operations and staff, provide training, feedback and quality control.
Oversee and conduct data entry into SIS to ensure proper maintenance of academic records, including enrollment related activities, transfer articulations, conferral processing, and transcript notations.
Administer official transcript, verification, loan deferment and certification services for past, current and future learners of the university.
Manage conferral process, including graduation applications, cross checking degree clearances with Academic Advising, conferral processing in SIS, posting of transcript notations for concentrations and honors, and ordering and distribution of university diplomas (paper and electronic).
Ensure accuracy and integrity of academic records by generating reports, analyzing data, resolving inconsistencies and communicating with appropriate constituents.
Serve as subject matter expert, and primary point of customer service, with regard to registration and academic records-related information for learners, department administrators, university staff, and third parties.
Assist as a liaison between the divisions of the university to organize services, uphold policy, and ensure consistency of academic records.
Act as a point of contact with third party vendors (such as National Student Clearinghouse, Paradigm, etc.) to coordinate and manage external services.
Work with central IT team to coordinate university-wide enrollment and degree status reporting to NSC/NSLDS and manage clean-up of university-wide error reports.
Work with EDMS team and OnBase committee to review, approve and prioritize new project and flow proposals.
Ensure process documentation is comprehensive, current, and in accordance with standards, policies, and best practices.
Assist with maintenance of the office's digital/web functions.
Collaborate on, and assist with, implementation of technology and software enhancements for current and future systems.
Work with University Special Events team to plan annual university-wide commencement, including seating arrangements, creation and editing of program copy along with Communications team, pre- commencement notifications to students and staff, and coordination of day-of ceremony tasks and staff assignments.
Assist with special university-wide projects and cross-functional tasks as assigned.
Provide exemplary customer service to all constituencies.
Minimum Qualifications (Required)
Bachelor's degree required.
Three (3) years of related work experience is required.
Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency Formula: 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. *
Administrative experience in an institution of higher education strongly preferred.
Prior supervisory experience preferred.
Proficiency in Microsoft Office applications required.
Special Knowledge, Skills, and Abilities
Advanced knowledge in the use of computer and web-based applications, student information systems, and document management systems such as OnBase preferred.
Ability to identify problems, analyze data, and recommend appropriate solutions in a timely manner. Passion for outstanding customer service and commitment to exceptional quality in performance.
Strong organizational skills and attention to detail.
Special knowledge of Family Educational Rights and Privacy Act (FERPA), and all federal, state, and local laws, rules and regulations related to JHU is desired.
Must be able to lift 20 lbs. Must be able to sit or stand for extended periods of time.
Classified Title: Academic Services Administrator Working Title: Assistant Registrar, Student Services Role/Level/Range: ACRP/03/MC Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30 am -5:00 pm / 37.50 hours per week Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10001446-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.
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.
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.