The Department of the Registrar seeks a Registration Administrator who will work under general direction of the Sr. Associate Dean, Finance & Operations at the School of Education (SOE) and is responsible for the daily management of student records management , including but not limited to: updating student statuses, including leaves of absence, degree conferral, grades management, catalog updates, course scheduling, withdrawals, transcript processing, and supporting internal and external reporting needs, financial aid, and student accounts operations at SOE that are not performed by Johns Hopkins University's new Student Enrollment & Account Management (SEAM) Shared Services Organization.
This person will serve as the school-based point of contact for SEAM's registration, financial aid, and student accounts operations. In addition, this person will be responsible for the specific duties listed below, which are not handled by SEAM.
Specific Duties & Responsibilities:
General Enrollment Management Services
Supervision of Enrollment Services Coordinator position.
Act as liaison between SEAM Registration/Financial Aid/Student Accounts team and divisional leadership, faculty, and staff.
Respond to complex questions from students and families that the SEAM cannot address due to division specific practices and/or unique student circumstances.
Serve as divisional knowledge resource regarding Registration/Financial Aid/Student Accounts best practices.
Ensure that the division maintains compliance with all applicable federal, state, and institutional rules and regulations by utilizing extensive knowledge of information, practices, and procedures to respond to inquiries, questions and ad hoc requests.
Financial Aid and Student Accounts
Institutional Grant and Scholarship Administration:
Work with SOE leadership to identify and inform decisions regarding 10+ departmental grants, 25 scholarships, and grant funds if applicable. This would include, but is not limited to, act as a liaison with program coordinators, problem-solving, and troubleshooting.
Use PowerFaids to execute financial aid decision making and the allocation of funds.
Serve as a liaison to the Development and Finance offices.
Auditing and Reports:
Serve as a back-up and have the ability to assist with auditing and reports
Provide reports regularly and analyze service level needs with the Sr. Associate Dean, Finance & Operations, Finance Team and Programs for continuous improvement.
Other school-specific activities:
In collaboration, with the SEAM oversee financial aid aspects of audits, World News and Reporting, EdD Provost reports, etc.
Oversee the maintenance of the departmental policy, procedure, and processing manuals related to financial aid, student accounts and registrar.
Oversee the process of book vouchers and vendor invoices (i.e. Barnes & Noble) and monthly collections agency fees.
Manage deposits of non-degree student accounts funds.
Support at campus partner events to help prospective students and families navigate Financial Aid including
Support outreach to prospective and current students
Other school-specific activities such as:
Urban Teachers (UT): Act as a resource for UT which includes managing the process for pursuing unpaid balances; attending meetings to acquire outside funding sources for UT students. Attending planning and process meetings with UT and JHU staff, posting UT health insurance payments for year-1 students, etc.
Conducting/participating in program Orientation sessions and Admissions open houses
Adjudicate on professional judgment any additional aid appeal requests, outside of federal Financial Aid. These include the Emergency Grant Committee and sporadic internal issues as they arise.
Manage various other responsibilities for Teach For America (TFA)/Urban Teachers
Holds for AmeriCorps issues
Review of TFA semester payment memos
Registration & Student Records
Safeguard School of Education compliance with federal, state, university, and divisional regulations and policies as appropriate.
Evaluate and implement any new registration/records processes and policies, as determined by the division, the Office of The University Registrar., or the Registration SEAM.
Manage the technology side of registration including Student Information System (SIS) configuration and setup in support of course maintenance, registration, refunds, cohorts and grading.
Controls office operations and workflow; managing operational calendars for the office with understanding of inter-relationship with all other offices in the school, University Registrar'
Other school-specific activities such as:
Serve on the General Petitions Review and Curriculum Policy committees.
Manage yearly production of divisional catalog through CourseLeaf software; overseeing program coordinator's changes/updates to any program sections.
Update all academic/student policy changes.
Working with SEAM Registration team, develop divisional timeline for catalog production.
Working in conjunction with the JHU academic calendar, work with the Vice Dean and the program/department chairs to develop SOE's academic calendar ensuring that the calendar complies with federal, state regulations as well as university, policies.
Manage the graduation process including administration of the online graduation application and communications with graduates resolving any issues as they occur.
Oversee diploma ordering process, ensuring adherence to School and University-wide policies.
Process degree clearances and conferrals
Coordinates with the SOE Office of Special Events for staging of SOE graduation ceremony, including assisting with the creation of floor plans and preparing commencement brochure.
Oversee and manage all SRS reporting affecting Registration, Records, or Student Accounts.
Responsible for setup, maintenance, changes, testing and use of SIS (Student Information System) for faculty and staff.
Manage course/credit transfers from other institutions
Other duties as assigned by the academic division or at the request of the SEAM and The Office of the University Registrar.
Minimum Qualifications (Mandatory):
One year related experience.
Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
Master's degree preferred.
3-5 years related experience strongly preferred
Previous experience in financial aid and/or registration preferred. Knowledge of compliance requirements for both financial aid and registration transactions and operations preferred.
Special Knowledge, Skills & Abilities:
Experience with financial aid, registration and student records management as well as student accounts in a higher education setting.
Highly skilled customer service capabilities
Excellent oral and written communication skills.
Excellent organization skills and attention to detail.
Skills in collaboration and working across organizations to meet stakeholder needs and expectations
Working knowledge of Excel, Word, and Access.
Proficiency in the use of enrollment services related software and systems (e.g. SIS, PowerFAIDS, CourseLeaf, OnBase, etc.)
This position offers the option to work remotely on occasion, but candidate must have the ability to participate in meetings, receive and make phone calls, conduct on campus workshops, provide both in- person and virtual support to the JHU students based upon demand, and attend in person training and conferences as needed.
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 the 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.
Classified Title: Registration Administrator Working Title: Manager of Records and Operations Role/Level/Range: ACRP/03/MC Starting Salary Range: $62,225 - $79,255 annually (commensurate with experience) Employee group: Full Time Schedule: 37.5/ Monday - Friday Exempt Status: Exempt Location: Homewood Campus Department name: Registrar Personnel area: School of Education
The successful candidate(s) for this position will be subject to a pre-employment background check.
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