Academic Services Specialist

We are seeking an Academic Services Specialist who will assist with all phases of day-to-day admissions application and enrollment processing functions for the Pre-Collegiate Programs served by the Whiting School of Engineering’s Office of Engineering Graduate Admissions. The Engineering Admission Services Specialist provides excellent customer service in a high-volume admissions office. This role may have contact with other colleges or universities, high schools, parents, guidance counselors, and testing agencies for purposes of clarification of transcript details or questionable score reports.

Specific Duties & Responsibilities

General Admissions Office Administration (80%)

• Triages and responds to e-mails and process application documents contained in e-mail accounts for admissions questions and electronic transcripts.
• Answers and triages incoming calls on the general admissions phone line.
• Refers prospective and current students by phone and e-mail to appropriate contacts.
• Processes incoming admissions documents (both electronic and hardcopy) and updates Slate records as appropriate.
• Track and manage the submission of enrollment forms and documents to ensure accuracy and completeness.
• Maintain detailed and organized records of enrollment documentation, updating systems and databases as necessary.
• Follow up with families to resolve missing or incomplete enrollment forms or discrepancies.
• Conducts general paper and electronic filing and maintains accuracy and currency of the filing system.
• Oversee the accurate and timely printing of essential student documents.
• Develops, implements, and maintains administrative systems and procedures for effective functioning of the Pre-Collegiate Programs and Engineering Graduate Admissions Offices.
• Adds documentation procedures in Whiting’s instance of Slate across functional areas.
• Plays a key role in team decision-making regarding efficiency of process improvements.
• Works independently to process and troubleshoot electronically submitted applications received daily through Slate.
• Uploads inquiries, updates records, releases decisions as directed and works with Pre-Collegiate Programs Office on final decision release. Supports the Office of Engineering Graduate Admissions regarding inquiries, record updating and final decision entry.
• Reviews required decision materials for accuracy and enters official decisions into Slate.
• Archives application records as directed.
• Creates and uses queries in Slate to manage movement of applications through the file review process.
• Manages communication with large volumes of applicants through various stages of follow up.
• Communicates with Pre-Collegiate Programs Office on all admissions process issues, and to ensure decisions are updated in a timely manner according to required deadlines for said offices.
• Assists the Admissions director in ensuring that system (SIS and Slate) is reconciled through error reporting and reprocessing.
• Enters/assists in cloning applications in SIS for students wishing to move their application to another semester.
• Update application records as requested.
• Works closely and routinely with colleagues to reconcile student records and resolve problems.

Additional Duties (20%)

• Supports admissions events and training workshops on behalf of the Whiting School of Engineering Pre-Collegiate Programs Office, including occasional off hour events as needed.
• Provides back up for content updates to the Pre-Collegiate Programs websites.
• Provides back up support for event planning when needed.
• Participates in Pre-Collegiate Programs weekly meetings and other department meetings.
• Monitors, maintains, and orders supplies.

Special Knowledge, Skills, & Abilities

• Knowledge of Admissions and University student record 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 as well as 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 judgement 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 adheres to the need for data protection of sensitive materials.

• 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.
• Hiring is contingent upon the results of an educational background check and a criminal background check which may include fingerprinting as well as a search on the National Sex Offender Public Website.

• Bachelor’s Degree is preferred.
• Experience in an academic environment highly desirable.

Classified Title: Academic Services Specialist 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience) 
Employee group: Casual / On Call 
Schedule: 22.5 hrs/wk, M-F (3 days wkly) 
Exempt Status: Non-Exempt 
Location: Remote 
Department name: Academic Affairs Grad 
Personnel area: Whiting School of Engineering