Academic Services Specialist

Maryland, United States
$17.25 - $23.72
15 Oct 2018
End of advertisement period
15 Dec 2018
Contract Type
Full Time

Classified Title: Academic Services Specialist 
Role/Level/Range: ATO 37.5/02/OE 
Starting Hourly Pay Rate Range: $17.25 - $23.72
Employee group: Full Time 
Schedule: Monday – Friday, 8:30am to 5:00 pm / 37.5 hrs per wk
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 06-MD:School of Nursing 
Department name: 10001251-Admissions Office of 
Personnel area: School of Nursing

General Summary/Purpose

Reporting to the Assistant Director of Admissions for Data and Operations, the Academic Services Specialist provides administrative support to the Office of Admissions. The position is proactive, anticipates future needs of the Office, and demonstrates responsiveness, and strong customer service in a demanding and fast-paced environment. Responsibilities include but are not limited to processing admissions applications, responding to phone and email inquiries and problem solving, maintaining confidential information, and other administrative tasks. The Academic Services Specialist serves an important and visible role communicating with both faculty and prospective students. Occasional weekend and evening work may be required.

Specific Duties & Responsibilities

  • Process and track all admissions applications and supplemental documents daily following procedures to ensure a smooth workflow.
  • Assist with maintenance of student records.
  • Conduct data audits as needed.
  • Correspond regularly via email, mail, and phone with applicants, faculty, students, alumni and staff.
  • Work with faculty to schedule applicant interviews.
  • Assist with the maintenance of the Office of Admissions website.
  • Represent the Office of Admissions at student recruitment events.
  • Provide phone coverage and front desk/receptionist coverage as needed.
  • Provide administrative support for general office duties; filing, faxing, mailing and copying.
  • Other duties as assigned.

Minimum Qualifications

High School Diploma/GED. 3 years administrative/academic related experience, preferably within higher education. Additional education may substitute for required experience, to the extent permitted by the * JHU Equivalency Formula30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for 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. *

  • Must possess strong organizational and problem solving abilities.
  • Excellent interpersonal, oral, and written communication skills.  Must be able to communicate technical details and instructions clearly and concisely, verbally and in writing, to diverse groups.
  • Strong customer service skills.
  • Ability to work well under pressure, remain flexible to meet competing timeframes, prioritize work, and multi-task.
  • Ability to work independently and exercise independent and professional judgment.
  • Must be able to maintain confidential documents.
  • Ability to collaborate and build strong, effective working relationships across departments.
  • Knowledge of office administration, effective scheduling and administrative support services.
  • Proficiency in Windows-based applications, in Microsoft Office Suite – including MS Outlook, Word, Excel and PowerPoint.

Preferred Qualifications

  • Bachelor’s degree preferred.
  • Knowledge of Student Information Systems, such as JHU SIS, Hobsons ApplyYourself/Connect, Slate, and CAS.
  • Knowledge of and adherence to federal, state and local laws regarding student privacy.

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 For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

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