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Job Req ID:  52921

Academic Services Specialist

General summary/purpose:

The Office of Graduate Academic Affairs supports the master’s, doctoral, and postdoctoral communities of the Whiting School of Engineering. Reporting to the Assistant Dean for Graduate and Postdoctoral Academic Affairs, the Academic Services Specialist provides administrative and data entry support of academic functions. This position requires a close attention to detail and strong communications and interpersonal skills. Responsibilities include, but are not limited to, supporting the application and conferral processes, interfacing with applicants and current students, and maintaining student records. Will be deployed to support academic departments as needed based on priorities and work volumes at the discretion of the Assistant Dean for Graduate and Postdoctoral Academic Affairs. Note: This position is not eligible for visa sponsorship

Specific duties & responsibilities:

  • Responsible for supporting the Office of Graduate Academic Affairs, including but not limited to:
  • Assists with data entry related to Distributed Graduate Aid
  • Responds to prospective applicant and newly admitted student inquiries.
  • Input’s scheduling data in the CLSS Assists system with data entry as well as other systems for the conferral process.
  • Conducts general electronic filing of documents.
  • Organizes and compiles conferral documentation.
  • Creates and distributes templated department admissions letters.
  • Accesses student application data and make accessible for faculty to review.
  • Supports Program Administrators in planning and organizing Graduate Visit Weekend
  • Helps plan and organize program Student Orientations.
  • Makes updates to the student databases.
  • Coordinates graduate student review process.
  • Participates in school academic/graduate program coordinator meetings.
  • Communicates with Finance team and faculty regarding PhD student funding.
  • File’s student projects and tracks degree requirement completion
  • Assists with planning of academic activities and/ or special events (ex. seminars)  
  • Additional cross-functional and university-wide projects as assigned.
  • This position requires the ability to communicate successfully via phone, email, and in-person with a diverse population of learners that may be unfamiliar with university practices and policies.
  • These responsibilities require special knowledge of and compliance with the Family Educational Rights and Privacy Act (FERPA), and all federal, state, and local laws, rules and regulations related to JHU.

Minimum qualifications (mandatory):

  • High School Diploma/GED.
  • Three (3) years administrative/academic related experience.   

Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the 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. *

Preferred qualifications:

  • Bachelor’s Degree preferred.
  • Minimum three years of successful administrative and/or academic experience in a professional setting required, experience in higher education administration including student services strongly preferred.

Special knowledge, skills, and abilities:

  • Familiarity with federal laws and regulations such as FERPA and HIPPA. Knowledge of JHU academic programs, organizational structure, and policies.
  • Experience in a fast-passed, high-volume setting.
  • Experience with computer applications such as MS Office Suite: Word, Excel, and Outlook.
  • Functional experience with student information systems and OnBase or other document imaging software is strongly preferred.
  • Excellent interpersonal skills with emphasis on customer service.
  • Strong attention to detail, accuracy, and organizational skills.
  • Must demonstrate initiative, creativity, and resourcefulness.
  • Ability to analyze and resolve issues, including student data issues.
  • Ability to collaborate on innovative solutions, and implementation of these solutions.
  • Position requires excellent work habits and office skills.
  • Position requires the ability to be accountable for all work, independently set priorities, think critically, and successfully communicate in both oral and written formats.

Any specific physical requirements for the job:

Must be able to lift 20 lbs. Must be able to sit or stand for extended periods of time.

Classified Title: Academic Services Specialist 
Working Title: Academic Services Specialist 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: 33,969.12
Employee group: Casual / On Call 
Schedule: As Scheduled , 28 hrs/week for this role.
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 60007876-Academic Affairs Grad 
Personnel area: Whiting School of Engineering


The successful candidate(s) for this position will be subject to a pre-employment background check.


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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.


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.


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