Academic Services Specialist, Admissions

Johns Hopkins Carey Business School is looking for a highly detailed and organized individual to join the Admissions team as an Academic Services Specialist.
This position 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 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.
Creates and uses 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.
Updates application records as requested.
Works closely and routinely with colleagues to reconcile student records and resolve problems.
Responds to e-mails and process application documents contained in e-mail accounts for conditional admission and electronic transcripts.
Along with other members of Admissions, answers 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.
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.
Special Knowledge, Skills, & 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.
Ability to recognize and adhere to the need for data protection of sensitive materials.
Minimum Qualifications High School Diploma or graduation equivalent.
Three years administrative/academic related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Classified Title: Academic Services Specialist Job Posting Title (Working Title): Academic Services Specialist, Admissions Role/Level/Range: ATO 37.
5/02/OE Starting Salary Range: Min $18.
00 - Max $33.
50 HRLY ($44,100 targeted; Commensurate with experience) Employee group: Full Time Schedule: Monday - Friday 8:30 - 5:00 Exempt Status: Non-Exempt Location: Hybrid/JH at Harbor East Department name: ​​​​​​​Admissions Personnel area: Carey Business School Total Rewards The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting.
Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level.
Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement.
More information can be found here: https://hr.
jhu.
edu/benefits-worklife/ 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: 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 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check.
Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice.
A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University.
In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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.
The COVID-19 vaccine does not apply to positions located in the State of Florida.
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.