Academic Services Specialist (School of Medicine - Registrar's Office)

The Registrar's Office at the Johns Hopkins University School of Medicine is seeking an Academic Services Specialist .

The Academic Services Specialist has primary responsibility for assisting students, faculty, and fellows. This position requires attention to detail in a fast-paced, ever-changing environment and will deliver high-quality, student-centered support through multiple modalities (email, in-person, and phone). The Specialist must have a pleasant disposition, a positive attitude, and will regularly work with sensitive and confidential information. Must treat all stakeholders with respect, discretion, and professionalism.

Working on a team grounded in the principles of excellent customer service. The position must have an in-depth understanding of all functions of the office as well as a general knowledge of policies that affect students, fellows, and house staff. The position must be able to answer outside inquiries related to all aspects of the Registrar’s Office. A level of knowledge of School of Medicine policies and procedures, including a general knowledge of all student, fellow and house staff policies is required.

Specific Duties & Responsibilities

- The Academic Services Specialist serves School of Medicine students and trainees, including medical students, graduate students, residents, and clinical and research fellows.
- Establish and maintain student academic records including establishing physical and electronic files, posting grades, and preparing transcripts. Provide certifications and transcripts for current medical students and M.D. graduates of the School of Medicine. Track and calculate credits for graduation.
- Assist students concerning all University registration procedures & policies.
- Interact in a highly professional manner either in person or on the phone or electronically with students, trainees, faculty, and staff.
- Use knowledge of policies related to medical student registration, elective credit, and grades to enter and update medical student course schedule and enter medical student grades. Research, organize, and compile all medical student records.
- Certify fellowship appointments for various hospitals and state licensing agencies.
- Use knowledge of state licensing regulations and JHUSOM curriculum to process state licensure applications for M.D. graduates, residents, and postdoctoral fellows.
- Use knowledge of federal regulations regarding deferment (Titles IV and VII) to assist with verification of loan deferment eligibility; process loan deferments for students, residents, and fellows.
- Track and maintain inventory of office supplies, order supplies for office and Registrar’s Office staff; open and answer, distribute, or redirect mail; distribute Student Clearinghouse transcript requests; process transcript requests, provide transcripts to the Office of Medical Student Affairs. Manage the Associate Dean and Registrar’s complex calendar and the calendar for the Associate Registrar. Schedule meetings, reserve meeting rooms, secure audiovisual equipment, prepare materials, etc.
- Assist with special projects and events, such as, but not limited to, orientation, registration, convocation, and AOA events. Share Registrar’s Office phone and counter duties. Other general office functions as assigned.

Minimum Qualifications

- High School Diploma or graduation equivalent.

- Three years administrative/academic related experience.
- Additional education may substitute for required experience beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

- Bachelor’s Degree.
- Experience with service desk, help desk, call center or comparable front-line service.
- Experience working in a university setting, particularly student services.
- Knowledge of state licensing regulations.
- Knowledge of federal regulations (Title IV and VII) regarding deferment eligibility.
- Has or will obtain notary commission.
- Ability to maintain professional demeanor in interactions with stakeholders. Excellent written and oral communication skills.
- Ability to work independently and to manage multiple tasks. Strong organizational skills and attention to detail.
- Excellent interpersonal skills and proven ability to work positively and collaboratively with a wide range of individuals, including students, trainees, senior executives, faculty, and staff while maintaining a high degree of professionalism and confidentiality.

Technical Qualifications or Specialized Certifications

- Prior experience with Student Information System (SIS), OnBase, Salesforce, and other related information management databases would be beneficial but not required.
- Proficiency in desktop computing using MS Office (Outlook, Word, Excel) and web interfaces on a Windows platform.

Technical Skills and Expected Level of Proficiency

- Customer Service - Awareness
- Digital Communications - Awareness
- General Interpersonal Skills - Awareness
- Organizational Skills - Awareness
- Registration and Records Management - Awareness
- Student Case Management - Awareness

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Academic Services Specialist - SOM 
Job Posting Title (Working Title): Academic Services Specialist (School of Medicine - Registrar's Office)   
Role/Level/Range: ATO 37.5/01/OE  
Starting Salary Range: $18.65 - $34.75 HRLY (Commensurate w/exp.)
Employee group: Full Time 
Schedule: Monday-Friday, 8.30am-5.00pm 
FLSA Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus  
Department name: SOM Admin Registrar Office  
Personnel area: School of Medicine