Job Req ID:  113156

Retention Specialist / Cohort Tracker

Reporting to the Assistant Director of Retention in Student Affairs, we are actively seeking a Retention Specialist/Cohort Tracker.  The Retention Specialist/Cohort Tracker tracks, monitors, and provides support for students in six-year graduation cohorts, checking in on their registration, finances, and academic progress. The Retention Specialist/Cohort Tracker analyzes undergraduate student data to plan outreach for undergraduate students, inform campus partners, and design meaningful interventions based on best practices and high-impact practices. Ultimately, the Retention Specialist/Cohort Tracker will serve as the liaison between students, advisors, and campus partners by assisting students and advisors in reviewing data and trends for undergraduate students who either stop out, transfer or graduate after the 4-year goal.

Specific Duties & Responsibilities

  • Analyze student data from SIS, Starfish, OnBase, and other sources to identify trends of students who may struggle to meet the 6-year graduation goal. Share relevant information with campus stakeholders.
  • Utilize on-campus resources and technologies such as SIS, Starfish, On Base, Maxient, and Stellic to aggregate student data to adequately assist all graduating students, especially those that are in danger of failing, stopping out, have prior academic gaps, or may not reach the 4-year graduation goal.
  • Plan communication, interventions, and outreach templates to be utilized by Academic Advisors and other campus partners based on student data to positively impact 6-year graduation rates of students.
  • Create multiple spreadsheets and reports for advisors, retention team members, and other Student Affairs staff to provide updates regarding the status, trends, communication, and graduation status of students.
  • Host meetings to share findings from student success data regarding how departments can assist undergraduate students based on student needs and best practices.
  • Review academic success checkpoints, share information regarding students, and facilitate evidence-based interventions.
  • Confirm course schedules of all students who are registered for Fall and Spring semesters, comparing their current courses with requirements in their degree audit, and sending reports to advisors and other specialists with any concerns including missing courses, academic policy application, and outstanding requirements.
  • Establish campus partnerships across institutions including Student Outreach and Support, Success Coaching in Academic Advising, Student Financial Services, University Registrar, etc., that positively impact the 6-year graduation cohort and 5-year graduation cohort.
  • Work collaboratively with partner offices to address and mitigate issues the students experience to promote success and retention.
  • Advocate for large-scale policy changes and individual exceptions for graduation cohort students when challenging situations occur, using student data to support proposals.
  • Engage with advisors through one-on-one phone calls, Zoom meetings, and Teams calls to ensure the success of six-year graduation cohort students.
  • Support Advisors as they help students navigate through their undergraduate experience, troubleshooting when necessary.
  • Assist advisors with questions regarding Johns Hopkins University, funding student education, degree processes, academic policies, department procedures, and graduating on time.
  • Assist advisors with returning students to maintain consistent communication regarding policies and expectations with recently returned undergraduates.
  • Work in collaboration with Student Affairs colleagues on the maintenance and training of software.
  • Volunteer to assist colleagues with other events, meetings, and tasks within Student Affairs when necessary.
  • Work with departments and advisors to resolve academic issues related to internship requirements and course overrides for graduating students.
  • Communicate complex information in a clear, concise, and accessible manner to diverse stakeholders.

Special Knowledge, Skills & Abilities

  • Ability to multi-task, prioritize work, interpret complex policies, collaborate with advisors, and to function in varied campus environments.
  • Demonstrated expertise in research and tracking methodologies, as well as skills in record keeping, reporting, and evaluation. 
  • Effective verbal and written communication.
  • Ability to compile and analyze data.
  • Exceptional customer service and public relations experience to include working well with others.
  • Proficient in the use of computers and software application programs.
  • Able to attend and participate in events, meetings, conferences, and presentations as requested by Student Affairs.

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

Preferred Qualifications
  • Master's Degree (in the social sciences or higher education administration).
  • Five years of related work experience.



Classified Title: Data Analyst 
Job Posting Title (Working Title): Retention Specialist / Cohort Tracker   
Role/Level/Range: ATP/03/PB  
Starting Salary Range: $45,700 - $80,000 Annually ($70,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Mon - Fri / 8:30AM - 5:00PM 
Exempt Status: Exempt 
Location: Homewood Campus 
Department name: ​​​​​​​Student Affairs 
Personnel area: University Student Services 



Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here:

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. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

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:

Accommodation Information
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The following additional provisions may apply, depending upon 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.

Hybrid: On-site 3-4 days a week