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Job Req ID:  103237

Assistant Director of Student Records

Reporting to the Director of Student Records within the Office of Student Records, we are seeking an Assistant Director of Student Records who is a key member of the records team in managing the administrative and functional operations of the office including managing the integrity of the student records in the student information system (SIS) course scheduling (25Live), graduation, student case management (SCM) and call center (CMD) escalations. The position will assist with internal and external requests for records information. Following the FERPA guidelines, this position will help oversee records management to enhance efficiencies, business practices, and operational strategies. The Assistant Director of Student Records is expected to handle multiple responsibilities, solve complex problems, and ensure that systems and processes meet service expectations for students, faculty, staff and third parties.


Specific Duties & Responsibilities

  • Works closely with the Director of Student Records to maintain the integrity of student records that include, but are not limited to, registration escalations, grade processing & graduation.
  • Serves as lead Records administrator for all decision making in the Director’s absence, e.g., supervision of staff, interpretation of policy, course schedule changes.
  • Manage daily operations of office with regards to transcript production and enrollment and degree verifications.
  • Post degree and date of conferral after each graduation period.
  • Monitors, reviews and processes withdrawals for credit courses.
  • Manages electronic and paper academic records ensuring adherence to all records retention policies.
  • Responsible for building semester course schedules for degree seeking and non-degree seeking students in collaboration with academic affairs. to build semester schedules.
  • Coordinates room scheduling for all SON courses.
  • Oversee course development, changes to courses, and manage course information for annual catalogue.
  • Responsible for configuring the registration periods in student information system, section creation, and IDR registrations configuration.
  • Provide student data for all school Progressions Committee work at the end of every term. Place official notation on student transcripts such as Leave of Absence or Academic Dismissal after receipt of official documentation.
  • Manage degree audit system.
  • Resolve National Clearing House error reports in an efficient manner.
  • Serve as an expert for faculty and students for SIS self-service.
  • Manages all email communication to students.
  • Provide student eligibility list for Sigma Theta Tau to faculty chair and assign inductee cohort in SIS.
  • Observe and evaluate operations, procedures, and activities within area of specialization; recommend improvements and modifications to help maintain smooth operation of daily functions.
  • Actively participate in the design, implementation, and development of technology related applications that enhance services within area of specialization; identify and troubleshoot IT system related issues that affect student records.
  • Interpret and effectively communicate regarding the gathering and maintenance of student records in compliance with Federal and state regulations, as well as internal policies and practices relates to area of specialization.
  • Generates various reports for academic leadership.
  • Other duties as assigned.


Special Knowledge, Skills, & Abilities

  • Demonstrate ability to work effectively both independently and as part of a team.
  • Ability to analyze data and develop appropriate strategies to respond accordingly.
  • Possess attention to detail and ability to organize and prioritize effectively.


Minimum Qualifications
  • Bachelor's Degree.
  • One year of related experience.
  • Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • 3-5 years of experience in records and registration.
  • Strong technology skills and previous experience work with a Student Information System (SIS) and Document Retention System (DRS).


Classified Title: Registration Administrator 
Working Title: ​​​​​​​Assistant Director of Student Records

Role/Level/Range: ACRP/03/MC  
Starting Salary Range: $46,560-$64,100 Annually (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 -5:00 
Exempt Status: Exempt 
Location: ​​​​​​​Hybrid/School of Nursing 
Department name: ​​​​​​​Registrars Office  
Personnel area: School of Nursing 

 

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:


*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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.


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

 

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

 

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

 

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

 

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

 

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

 

Note: Job Postings are updated daily and remain online until filled.

 

 

Hybrid