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.
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.
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