Job Req ID: 114431
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 & ResponsibilitiesApplication 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
Total RewardsThe referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.
Education and Experience EquivalencyPlease refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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 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.
Applicants Completing StudiesApplicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
Background ChecksThe successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
Diversity and InclusionThe Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity EmployerAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Lawhttps://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
Accommodation InformationIf 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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.
Vaccine RequirementsJohns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending upon 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.
Hybrid: On-site 1-2 days a week