Associate Registrar

We are seeking anAssociate Registrarat the Johns Hopkins University School of Medicine (JHUSOM) works under the direction of the Associate Dean and Registrar and is responsible for project coordination and integration of services for JHUSOM learners (medical students, graduate students, postdoctoral fellows, etc.), Administrative management functions for this position include budget administration and preparation, direct supervision of registrar staff, and oversight of certain credentialing staff and office staff. The Associate Registrar holds a pivotal position in the JHUSOM Registrar's Office, functioning as a cross-functional coordinator for technology projects including interaction with the Office of Information Technology, University Information Services, Office of the University Registrar, and other key stakeholders. The Associate Registrar works closely with the Registrar's Office staff to manage events.

Specific Duties & Responsibilities

• Continuously monitor and improve operational processes and procedures to ensure accuracy and efficiency.
• Produce, analyze and interpret data-driven reports to support School of Medicine and University data-based decision-making.
• Interpret policy and assist faculty with administrative responsibilities pertaining to undergraduate and graduate education issues.
• Monitor and maintain processes and practices that actively safeguard student privacy
• Participate in the development, testing, and maintenance phases of the student information system and other software
• With the Office of Information Technology, evaluate, recommend, and implement information technology (IT) solutions for enhancements to current business processes as well as for new projects.
• Collaborate with the Office of Information Technology by serving as the subject matter expert when considering database solutions for large projects, such as the university catalogue and student electives books
• Oversee implementation of new solutions in the functional area.
• Prepare and coordinate the annual operating budgets, monthly reporting, and management of Registrar's Office funds

Administration

• Develop and maintain scheduling for staff and manage day-to-day front office functionality.
• Oversee the hiring and onboarding process of new staff, partnering with HR and Registrar office staff as needed.
• Maintain and continuously improve work location policies and procedures
• Responsible for all aspects of United States Medical Licensing Examination (USMLE) and National Board of Medical Examiners (NBME) reporting.
• Management of JHUSOM Academic Catalog, in coordination with the University Registrar, using a university-wide platform.
• Collect and provide data for review by accrediting agencies.
• Coordinate and oversee annual, semester, and quarterly data integrity reporting.
• Complete required institutional and external surveys and questionnaires and provide to the Associate Dean and Registrar for review and approval.

Document Management Process

• Manage the storage and retention of physical and electronic documents using a robust file management system in alignment with university practices.
• Coordinate use of the university's document imaging system (OnBase) for the storage and retrieval of learner records
• Develop and implement workflows for electronic document management
• Reduce the use of paper documents through creation of a filing management procedures to convert existing paper files into electronic media
• Oversee integration of current documents into filing management system

Customer Service

• Respond to students, house staff, postdoctoral fellows, faculty, and staff
• Understand and adhere to JHU and JHUSOM policies that pertain to registrar functionality
• Understand JHU and the Johns Hopkins Health System structures in order to provide appropriate referrals.
• Develop and maintain in-depth knowledge of student, house staff, and postdoctoral fellow benefit plans.
• Supervise updates of the Registrar's Office presence on the web to maximize communication of policies and provision of other information to populations served
• Represent the Registrar's office in interactions with SOM offices, deans, senior staff, faculty, administrators, and support staff of the Johns Hopkins University
• Represent Registrar's office in meetings on behalf of or in addition to the Associate Dean and Registrar

Events

• Lead the coordination and execution of SOM events including convocation and orientations
• For the annual convocation ceremony: Ensure venue, marketing and communications, regalia, shipping, award certificates, shipping and delivery, student and faculty awards, diplomas,
• For house staff and fellows orientations: Work with stakeholders (ID and Parking, University Health Services, etc.) and develop processes to ensure new housestaff and fellows receive identification badges, health screening, testing, parking and other services. Oversee preparation of materials to be distributed to learners (such as registration and benefits) and arrange for catering. Identify and resolve logistical or other problems as they arise.
• For medical and graduate student orientations: collaborate with the Associate Registrars, the Office of Medical Student Affairs, the Associate Dean for Undergraduate Medical Education, the Office of Graduate Biomedical Education, and others, to plan and execute orientation activities.

Reporting

• Use the SOM Information System (SOMIS) and university student information system (SIS) to generate and prepare data for compilation and report distribution
• Work with University Benefits to complete and verify enrollment-related reporting to appropriate institutional and regulatory agencies
• Work closely with outside agencies to develop systems that accommodate reporting requirements of the State of Maryland, Department of Education, and the IRS regarding student data reporting, tracking requirements, and privacy issues.
• Conduct analyses and create reports to present to leadership and other relevant stakeholders
• Manage National Student Clearinghouse enrollment reporting and respond to other data requests.
• Respond to ad hoc requests for information pertaining to learner data

Project Management

• Ensure timely completion of Registrar's Office projects.
• Ensure the Registrar's Office and its programs are reviewed regularly
• Establish and implement project management processes and methodologies to ensure projects are delivered on time and within budget, adhere to high quality standards, and meet assigned expectations.
• Define the scope of projects in collaboration with key stakeholders.
• Serve as project manager on complex mission-based projects: assemble project plans and teamwork assignments, direct and monitor work efforts, identify resource needs, perform quality review, troubleshoot issues, create project plans, develop agendas for meetings, and follow-up between meetings.
• Facilitate the success of assigned projects: define, document, and consolidate the requirements from accountable leaders and work groups, create high quality deliverables such as workflow diagrams, policies and procedures, project timeline documents, and throughput reports.
• Serve as a team member, technical resource, and process facilitator on projects, providing analysis as requested and contributing to the development of ideas and proposals.

Communications

• Work with the Associate Dean and Registrar to draft and deliver communications, letters, emails, reports, and reviews.
• Review and revise internal announcements and other communications for accuracy and grammatical correctness and approve for dissemination.
• Other duties as assigned.

Management/Supervisory

• Supervise Sr. Credentialing Specialist and Registration Coordinator.

Additional knowledge, skills, and abilities

• Knowledge of higher education policies, including FERPA and HIPAA.
• Self-motivated, focused, positive attitude, flexible, professional and proactive.
• Proven ability to manage competing priorities and work in a complex environment.
• Strong organizational skills and meticulous attention to detail.
• Ability to liaise with people at all levels, including medical faculty, learners, and peers.
• Excellent oral and written communication skills.
• Ability to handle confidential and sensitive matters in an appropriate manner.

• Bachelor's Degree.
• Five years of related experience in a post-secondary institution.
• Experience working with faculty and academic administrators.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

• Master's Degree in education or a related field.
• Prior experience working with a student information system.
• Functional experience with document imaging systems (ex. OnBase).
• Functional experience with catalog management systems (ex. Course Leaf)
• Supervisory experience strongly preferred.

Classified Title: Associate Registrar
Role/Level/Range: ACRP/04/ME
Starting Salary Range: $64,600 - $113,300 Annually ($84,700 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30 AM - 5:00 PM
FLSA Status:Exempt
Location:Hybrid/School of Medicine Campus
Department name: SOM Admin Registrar Office
Personnel area: School of Medicine