Job Information
Johns Hopkins University Academic Service Specialist in Baltimore, Maryland
The Johns Hopkins School of Medicine (JHUSOM) Office of MD Admissions is seeking an Academic Services Specialist who will provide essential support to the application and evaluation process for applicants to the MD and MD/MBA programs. This position is proactive, anticipates future needs of the office, and demonstrates responsiveness and strong customer service in a demanding and fast-paced environment. The mission of the Johns Hopkins University School of Medicine Enrollment Management organization is to recruit and enroll an outstanding community of diverse students who are committed to excellence and leadership in patient care, education, and research. Reporting to the Associate Director of Admissions, critical responsibilities include but are not limited to processing admissions applications, resolving phone/email inquiries, maintaining confidential information, event planning, and other administrative tasks. The Academic Services Specialist serves as an important and visible role in communicating with prospective students and applicants. Occasional weekend and evening work may be required.
Specific Duties & Responsibilities
Application Processing/Management
Process and track all admissions applications and supplemental documents daily, following procedures to ensure a smooth workflow.
Assign files to screening committee members, track the review process, and update application status based on applicant and reviewer communications.
Assist with the maintenance of applicant records and provide technical assistance to applicants and screening committee members.
Conduct data audits as needed. Ensure all data, documentation, and records are complete.
Prepare final application decisions for review and approval by the Associate Director of Admissions.
Prepare application packages for interviewer review and provide technical support as needed.
Manage the collection and recordkeeping of the electronic and paper transcripts for incoming first-year students in partnership with the Office of the Registrar.
Administer the electronic criminal background checks for incoming first-year students; partner with Human Resources and the Director of Admissions regarding any unique/extenuating circumstances that may arise.
Help troubleshoot any issues that may arise within the AMCAS or Slate CRM system to help ensure
Applicant Communications
Under the supervision of the Associate Director, update and maintain the Office of Admissions website and Second Look Weekend portal.
Manage the general SOM Admissions email inbox by responding to applicant inquiries, curating standardized email responses to frequent questions, and escalating specific inquiries to appropriate team members.
Communicate in-person and over the phone with applicants regarding the admissions process and policies.
Event Coordination
Under the supervision of the Associate Director and Director of Admissions, assist in the planning, logistics, and execution of the large-scale Second Look Weekend yield event.
Coordinate setup at events.
Receive, manage, and reimburse travel expenses of admitted students attending Second Look Weekend. Serve as the card manager for the Admissions travel card
Order, receive, inventory, and compile swag items for Second Look Weekend and other recruitment events as necessary.
Additional Duties
Assist in scheduling and catering of admission committee/recruitment committee meetings.
Provide back up phone coverage and front desk/receptionist coverage as needed.
Support the Director and Associate Director in the management of the MD Admissions budget.
Work collaboratively and regularly with students, applicants, faculty, SOM deans, and administrators.
Provide administrative support for general office duties including filing, mailing, copying, supply management, small-group event planning, etc.
Special Knowledge, Skills & Abilities
Proficiency with multiple software and workplace collaboration products, including Microsoft Office (Excel, Word, Outlook, SharePoint, Teams, and PowerPoint), and Zoom.
Demonstrated ability to communicate and interact effectively with diverse clientele as well as colleagues in diverse functions and various levels of authority within the organization.
Ability to work collaboratively and build solid working relationships with the admissions team, faculty, staff, administration, and university partners.
Demonstrated ability to meet deadlines, routinely and in occasional high-pressure situations.
Demonstrated ability to exercise independent judgement 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.
Ability to be flexible throughout the year to perform other duties as assigned for the successful functioning of the Admissions Office.
Knowledge of federal, state, and local laws pertaining to privacy and security of academic records and student transcripts desired.
Strong teamwork skills.
Demonstrated track record of strong customer service.
Demonstrated attention to detail and accuracy.
Recognizes and adheres to the need for data protection of sensitive materials.
Minimum Qualifications
High School Diploma or graduation equivalent.
Three years administrative/academic related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Experience with AMCAS, Slate, or other CRM Systems, as well as admissions software systems, SAP and Concur.
Knowledge of admissions procedures and policies.
Classified Title: Academic Services Specialist
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($53,560 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 AM - 5:00 PM
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Admissions Gen Admin
Personnel area: School of Medicine
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.