Pre-Collegiate Admissions and Enrollment Coordinator
Johns Hopkins University
Location: Baltimore, Maryland
Internal Number: 71399-en_US
The Center for Educational Outreach is seeking a Pre-Collegiate Admissions and Enrollment Coordinator who facilitates all phases of day-to-day admissions application and enrollment processing functions for the Whiting School of Engineering's (WSE) pre-collegiate programs: Engineering Innovation (EI) programs and new pipeline programs.
The Engineering Innovation (EI) programs are exciting, college-level, courses for motivated high school students with an aptitude in math and science and an interest in (or curiosity about) engineering. There are currently two courses offered as part of EI: Explore Engineering Innovation (EEI) and Biomedical Engineering Innovation (BMEI).
Currently the first pipeline program in place is offered by the Biomedical Engineering Department. This program is designed to provide a summer opportunity for students from backgrounds underrepresented in engineering to learn about biomedical engineering and earn JHU credit and increase diversity in BME undergraduate enrollment.
The Pre-Collegiate Admissions and Enrollment Coordinator provides excellent customer service to high school students, parents, and teachers in a high-volume office.
This is a hybrid position with both remote and in-person (Baltimore, MD) responsibilities.
Specific Duties & Responsibilities:
General Admissions Office Administration (80%):
Assist in testing new Slate applications and annual Slate updates.
Triage and respond to e-mails and calls with application, admission, and enrollment questions.
Process transcripts received for program applications (ex. BME Pipeline program and EI programs) through email, fax, USPS, FedEx, DHL, etc.
Process Teacher Recommendations received outside of the Slate application.
Process Tax Documents received outside of the Slate application
Prepare enrollment document for programs (ex. BMEI pipeline and EI programs) for dissemination and in partnership with other JHU offices [Rec Center, SHWC, Jcard, etc.] and the residential programming contractor.
Review required decision materials for accuracy.
Enter official decisions into Slate.
Ensure the accuracy of data and decisions entered into Slate (for example, by student workers or temporary staff).
Archive application records after each semester as directed.
Create and use queries in Slate to manage movement of applications and enrollments through the file review process.
Update and share daily/weekly application and enrollment data using Excel.
Assist in improving efficiencies of the application and enrollment processes.
Maintain accurate and current paper and electronic filing systems for application and enrollment documents.
Assist in developing, implementing, and maintaining administrative systems and procedures for effective functioning of the EI and BME Pipeline programs.
Communicate with the BME department on all admissions process issues, and to ensure decisions are updated in a timely manner according to required deadlines for the Pipeline program.
Assist the EI and BME staff and additional program/departmental staff in ensuring that systems (SIS and Slate) are reconciled through error reporting and reprocessing.
Enter/assist in cloning applications in Slate for students whose applications are to be considered for a different course or term.
Update application records as requested.
Supervise student workers as necessary, providing day-to-day direction, and prioritization of tasks.
Work independently to complete tasks associated with this role.
Additional Duties (20%):
Support marketing, recruiting, and informational events (virtual and in-person) and training workshops on behalf of the EI and BME Pipeline (as well as future)programs, including occasional off-hour events as needed.
Conduct independent internet research to locate organizations that serve high school students and high schools in communities with student populations underrepresented in engineering and add their teachers' and administrators' or other contact's email address to the EI Mailchimp account.
Send information about programs to contacts in Mailchimp.
Work on outreach activities to assist with marketing the Biomedical Engineering Pipeline Program and future programs.
Assist potential students, teachers, and parents with questions they may have about the Biomedical Engineering Pipeline program and other programs.
Assist with in-person check-in day for residential programs.
Provide back up for content updates to admissions websites.
Provide back up support for event planning when needed.
Participate in EI and BMEI pipeline program meetings.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
Five years progressively responsible administrative/academic experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.*
* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.
Experience in an academic environment is highly desirable.
Special Knowledge, Skills & Abilities:
Good oral and written communication skills.
Good customer service skills.
Friendly, courteous, and helpful demeanor.
Strong organizational skills.
Ability to maintain a neat work environment.
Ability to work with confidential material.
Ability to work independently.
Must be willing to complete fingerprinting and background check requirements.
Must complete JHU Child Safety Training and Protecting Sensitive Information Training.
Knowledge of Admissions and University student records systems, including Slate, SIS, and SharePoint.
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.
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 adheres to the need for data protection of sensitive materials.
Demonstrated commitment to diversity, equity and inclusion.
Technical Qualifications or Specialized Certifications:
Intermediate knowledge of Excel to assemble, sort, select, organize and/or format data on a regular basis.
Ability to learn how to download data from an online database.
Familiarity with a copier/scanner and other office equipment
Proficient with the Microsoft Office Suite, particularly Outlook, Word, Excel, PowerPoint, Teams.
Proficient with Zoom or similar video conferencing software
Access to remote/virtual work environment.
Some duties may require physical attendance.
Classified Title: Sr. Academic Program Coordinator Working Title: Pre-Collegiate Admissions and Enrollment Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience) Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: Hybrid Department name: CEO Instructors and Students Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
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.