Academic Services Specialist

We are seeking an Academic Services Specialist who will be reporting to the Academic Services Administrator on Homewood Campus, this position is responsible for overseeing the data management, systems processes, policy implementation, and workflow of the following functions of the Registrar’s Office.

Specific Duties & Responsibilities

• Responsible for all aspects of transcript services for the Krieger School of Arts and Sciences and the Whiting School of Engineering, including Advanced Academic Programs and Engineering for Professionals. Duties include managing transcript requests received electronically from the National Student Clearinghouse and by mail, fax, and the case management system. Oversee the production and distribution of approximately 19,000 official transcript requests annually to current students and alumni.
• Manage the verification of attendance, degrees, certifications of enrollment, and GPA disclosures.
• Manage the efficient processing of National Student Clearinghouse electronic verification requests.
• Develop and refine monthly reports documenting activity and trends.
• Assist students, faculty, and staff by phone, email, and case management system.
• Assist with commencement duties and provide backup support for records, registration, and scheduling services as needed. Assist with other special projects as assigned.
• Actively engage in supporting the mission, goals, and strategic initiatives of Homewood Student Affairs.
• Responsibilities include providing outstanding customer service to all constituencies.
• Superior customer service skills are key to the successful delivery of these time-sensitive services.

Transcripts

• Oversee the security and integrity of official transcripts requested and distributed to academic departments, educational institutions, scholarship committees, higher education associations, state commissions, prospective employers and other third parties produced electronically and in hard copy for undergraduate and graduate students from the Krieger School of Arts and Sciences and the Whiting School of Engineering.
• Coordinate importing and exporting of electronic transcript request data to/from the National Student Clearinghouse, including adoption and implementation of enhanced services.
• Manage and process transcript requests received via National Student Clearinghouse, case management system, mail, or fax.
• Maintain electronic records of key supplemental data elements in furtherance of university objectives.
• Coordinate processed requests from all employees to manage and track completion.
• Ensure compliance with established guidelines and processing times.
• Serve as liaison to Academic Advising Offices for special reports.
• Develop and refine detailed reports documenting transcript processing activity, including quarterly and annual reports of transcript request services, including trend data, comparisons over previous reports, and breakdown by division, etc.
• Responsible for the annual imaging and archival of official transcripts of graduated students.
• Manage and coordinate the archive process for student records with MSE library.
• Act as primary contact to obtain archived records.
• Act in coordination with or as backup for the Assistant Registrar regarding subpoena research, records verification, and testimony.
• Inventory, monitor, and order official transcript paper and mailing supplies.
• Monitor and replenish postage in the office postage machine.

Verifications

• Supervise and coordinate cross-functional administrative support for transcripts and certification services regarding the issuance of official verifications and transcripts to external recipients.
• Monitor the processing of National Student Clearinghouse enrollment verification and loan deferment verification requests.

Other Duties

• Involves written communication with current students and alumni, academic and administrative offices at all JHU divisions, other educational institutions, government offices, associations, service bureaus, and vendors.
• Provide friendly, courteous, and efficient customer service in all duties.
• Assist with the annual Commencement ceremony and other graduation duties as necessary.

Special Knowledge, Skills, & Abilities

• Advanced knowledge in the use of software applications, databases, spreadsheets, and MS Word is required.
• Knowledge of the standards and best practices of record maintenance, including automated records systems.
• Ability to gather data for generating and preparing reports.
• Knowledge in SIS, USIS, and Alchemy is preferred.
• Knowledge of Salesforce is preferred.
• Knowledge of FERPA regulations and AACRAO best practices is required.
• Knowledge of higher education and University policies and procedures, Federal, State, and local laws and regulations regarding the security of student academic records and the Family Educational Rights and Privacy Act (FERPA) is needed to assist students with inquiries related to transcripts and to assist all other clients and staff regarding student records.
• Excellent interpersonal, writing, telephone, and supervisory skills.
• Knowledge of JHU academic programs and University resources such as Academic Advising, Student Accounts, General Counsel's Office, and Pre-professional Advising.
• Strong organizational skills.

Additional Information

• Involves real-time and online data entry responsibilities; knowledge of the student information system (SIS) is helpful.

• High School Diploma or graduation equivalent.
• Three years administrative/academic related experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

• Bachelor’s Degree preferred.

Classified Title: Academic Services Specialist  
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($46,790 Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday through Friday 8:30am-5:00pm 
FLSA Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Office of the Registrar Homewood Schools 
Personnel area: University Student Services