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 to the extent allowed by the JHU Equivalency Formula.
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.
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.
1 graduate student
Classified Title: Academic Services Specialist Working Title: Academic Services Specialist, Admissions Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $22.59 per hour Employee group: Full Time Schedule: 8:30am-5:00pm with occasional evenings and weekends to support recruiting events Exempt Status: Non-Exempt Location: 46-MD:JH at Harbor East Department name: 60000059-Admissions Personnel area: Carey Business School
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