The Graduate Records Coordinator is responsible for developing specialized expertise in the day-to-day operational office management of supporting the graduate registration and records maintenance activities of the Krieger School of Arts and Sciences, and the Whiting School of Engineering, and assumes the leadership role for both undergraduate and graduate areas in the absence of the Records Supervisor and/or the Associate Registrar. While this position requires development of specialized expertise in graduate student records, it is also responsible for providing cross-functional support for undergraduate students, part-time programs, interdivisional enrollments, and other unique student populations. This position provides outstanding customer service to all students, faculty, parents, staff, and the general public at the counter, on the telephone, via e-mail correspondence, and through the use of social media. The Graduate Records Coordinator actively supports the mission and goals of Homewood Student Affairs.
Essential Job Functions:
The Graduate Records Coordinator serves as an information resource to graduate students and academic departments, as well as the Office of the Registrar representative at graduate academic and/or academic affairs and/or records meetings, including the Graduate Board, the Whiting School Graduate Committee, department, and administrative office meetings. This position is responsible for the data entry and maintenance of all graduate academic records, including accurate recording of degree requirements, dual degrees, combined degrees, etc. This position will maintain complete student files to reflect the admission, academic progress, certification, and completion of degree requirements for all graduate students. The Graduate Records Coordinator will create, and/or update, and disseminate term-based communication documents for resident, non-resident, post-doctoral, graduate study abroad, returning students, visiting students, and/or other student populations. This position will facilitate interdivisional registration among the divisions of the university, facilitate graduate student registration for intersession and summer terms. Ensure that relevant documentation is provided for the academic record for students receiving an advanced degree, and maintain and update degree lists in JHBox to aid in the accurate ordering of diplomas. This position will determine the components of the SIS and/or other software for the purpose of maintaining academic records, including entering comments, changing grades, changing student statuses, etc. Participate in the development and testing phases of the SIS and/or other software, and test enhancements for successful implementation of solution. Ensure that procedures in SharePoint, for maintaining academic records, are accurate and current. Troubleshoot issues that may arise in automated academic records. Independently resolve problems that are encountered with the creation and maintenance of graduate automated/paper records. Maintain all paper and/or electronic graduate academic records. Promptly respond to email, phone, in-person, and/or other graduate-related inquiries. Act as a knowledgeable source of information with regard to policies, procedures, rules, and regulations of the university. Maintain awareness and explain relevant federal laws, and university regulations to students, faculty, parents, academic and/or administrative departments, and to the general public. Assist with annual commencement activities, and other duties as assigned.
For the Homewood Office of the Registrar, assist with the implementation of OnBase solutions. Responsibilities include, but are not limited to, design, configuration, documentation, application, training, troubleshooting, and maintenance of OnBase solutions. Also responsible for collaborating on the organization, development and implementation of workflows designed to streamline services for students, advisors, faculty, and staff. Ensure that document management is performed in accordance with industry and institution best practices for records retention and destruction. Cross-functional and interdepartmental collaboration to provide improved and flexible processes that support the mission and goals of Homewood Student Affairs.
High school diploma/GED required. Associates Degree or Bachelor's Degree (or equivalent) strongly preferred. Minimum of four years successful office work experience involving contact with the public, preferably in a college or university setting.
Special Knowledge, Skills, or Abilities:
Functional experience with Student Information Systems and Microsoft Office Suite of programs (Word, Excel, etc.).
Knowledge of FERPA (Family Educational Rights and Privacy Act), and all laws, rules and regulations related to JHU policies is desired.
Functional experience with OnBase and SharePoint is strongly preferred.
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.
Must demonstrate initiative, creativity and resourcefulness.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.