Full Job Description
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.
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: $33,969to $44,053 per year
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 at email@example.com . 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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