Academic Service Specialist

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 

About Johns Hopkins University

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 Bal ... timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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