Assistant Director Student Records (Office of the Registrar-Homewood)

The Johns Hopkins University; Baltimore (MD); Hybrid; USD 49,000 - 86,000; Full time

Job summary

The Johns Hopkins University is seeking an Assistant Director of Student Records to oversee student record management for KSAS and WSE, including degree conferral, transcripts, and status changes. Responsibilities include liaising with schools and OUR, validating SIS data, and supporting commencement activities.

The role requires a Bachelor's degree and 3 years of related experience in higher education. Supervisory duties and knowledge of FERPA are preferred; hybrid work is available on the

Qualifications

• Bachelor's Degree required; three years of related experience in higher education administrative services or equivalent.
• Experience with student information systems and FERPA compliance preferred.
• Strong interpersonal, organizational and communication skills; attention to detail essential.

Responsibilities

• Oversee degree conferral, transcripts, and student status management for KSAS and WSE.
• Coordinate with KSAS/WSE advising offices and OUR to manage diploma orders and graduation materials.
• Validate SIS data for correct degree postings and credential records.
• Lead graduation clearance processes and compile ad hoc reports for external offices.
• Serve as point of contact for diploma distribution, commencement, and student inquiries.
• Supervise three direct reports and support mass communications to students.

Skills

MS Office Suite

Customer service

Detail orientation

FERPA knowledge

Communication skills

Education

Bachelor's Degree

Tools

OnBase

Job description

Reporting to the Director of Student Records, KSAS & WSE, we are seeking an Assistant Director of Student Records who will be responsible for overseeing the student record management of the following functions in the Office of the Registrar (OTR)

• Degree conferral and graduation/commencement-related operations for all full and part-time graduate and undergraduate students in the Krieger School of Arts and Sciences (KSAS) and the Whiting School of Engineering (WSE).
• Transcript/verification operations for all full and part-time graduate and undergraduate students in the Krieger School of Arts and Sciences (KSAS) and the Whiting School of Engineering (WSE).
• Student status records management for the Krieger School of Arts and Sciences (KSAS) and the Whiting School of Engineering (WSE).

Specific Duties & Responsibilities

• Serve as a primary liaison between the Krieger School of Arts and Sciences (KSAS), the Whiting School of Engineering (WSE), and the Office of the University Registrar (OUR) to manage the timely ordering of diplomas.
• Manage the efficient processing of graduation materials submitted through the graduation application process, including validating, recording, and archiving President's Letters for completed candidates; generating queries and reports to support diploma orders; compiling and editing Commencement program data and ceremony reading lists; preparing ad hoc reports for external offices; and troubleshooting final discrepancies with the appropriate divisions.
• Validate SIS data to ensure the accurate awarding and posting of degrees, majors, minors, and certificates for undergraduate and graduate students.
• Serve as the primary liaison between the Office of the Registrar and KSAS/WSE advising offices and part-time graduate programs to verify student academic credentials.
• Support the graduation clearance process by identifying, troubleshooting, and resolving discrepancies related to degree candidacy, graduation applications and completion requirements by reviewing records and coordinating with academic departments, advising offices, administrative units, and students.
• Assist student registration for the University-Wide Commencement Ceremony.
• Serve as the primary point of contact for student questions and concerns regarding diploma distribution, commencement, and degree conferral.
• Facilitating mass communications and email outreach to students.
• Supervises three direct reports.
• Other duties as assigned.

Transcripts & Verifications

• Responsible for all aspects of transcript services and verifications for the Krieger School of Arts and Sciences and the Whiting School of Engineering, including Advanced Academic Programs and Engineering for Professionals.
• Manages the processing of official transcripts, in association with the National Student Clearinghouse and the Student Case Management System.
• Manage the verification of enrollment and degrees.

Student Status Management

• Provides administrative support for student status changes and other student data updates.
• Facilitate the posting of student status changes to the student record.
• Manage Leave of Absence processing for undergraduate students.

Knowledge, Skills And Abilities

• Skilled with computer applications such as MS Office Suite: Word, Excel, and Outlook.
• Excellent interpersonal skills with emphasis on outstanding customer service.
• Strong attention to detail, accuracy, and organizational skills.
• Familiarity with federal laws and regulations such as FERPA, Knowledge of JHU academic programs, organizational structure, and policies.
• Functional experience with OnBase or other document imaging software.

Minimum Qualifications

• Bachelor's Degree.
• Three years of job-related experience, including a general knowledge of higher education administrative services and experience working with student information systems.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Five years of related experience is preferred.
• Prior supervisory experience is preferred.

Classified Title: Asst Director Student Records-Divisional

Job Posting Title (Working Title): Assistant Director Student Records (Office of the Registrar-Homewood)

Role/Level/Range: ACRP/03/MC

Starting Salary Range: $49,200 - $86,200 Annually ($65,983 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: Mon - Fri / 08:30am - 05:00pm

FLSA Status: Exempt

Location: Hybrid/Homewood Campus

Department name: Office of the Registrar Homewood Schools

Personnel area: University Student Services