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Job Req ID:  18844

Engineering Admissions Services Specialist


General Summary/Purpose:

The Engineering Admissions Services Specialist assists with all phases of day-to-day admissions application and enrollment processing functions for the Whiting School of Engineering’s Office of Engineering Graduate Admissions.  The Engineering Admissions Services Specialist provides excellent customer service in a high-volume graduate admissions office. This role may have contact with other universities, schools 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.
  • Conducts general paper and electronic filing and maintains accuracy and currency of the filing system. 
  • Develops, implements and maintains administrative systems and procedures for effective functioning of the Engineering Graduate Admissions Office.
  • Adds documentation of 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 the Director 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. 
  • Enters and ensures accuracy of entered decision information into Slate. 
  • Archives application records as directed.
  • Create and use 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 academic programs 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 systems (SIS and Slate) are reconciled through error reporting and reprocessing. 
  • Enters/assists in cloning applications in SIS for dual degrees with other JHU programs.
  • Update application records as requested.
  • Works closely and routinely with colleagues to reconcile student records and resolve problems. 
  • Supervises work study/student workers as necessary, providing day-to-day direction and prioritization of tasks.


Additional Duties (20%):

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


Minimum Qualifications (Mandatory):

  • High School Diploma/GED. 
  • Three years administrative/academic related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications:

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


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.


Classified Title: Academic Services Specialist 
Working Title: Engineering Admissions Services Specialist  ​​​​​
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $17.42 to $23.95 per hour
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
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 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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