To carry out the duties and responsibilities of this position the incumbent must have knowledge of: University and Hospital policies and procedures; University registration requirements including credentialing, benefits, tuition, etc.; and the student, faculty, and fellows Access relational data based system.
Alpha Omega Alpha (AOA) Responsibilities:
Maintain membership roster, coordinate submission and review of annual AOA program awards, organize student selection meeting, send annual dues/memberships mailing, plan annual induction dinner, maintain AOA finances (deposits; accounts payable) and coordinate annual Visiting Professorship.
Interpret School of Medicine policies relating to School of Medicine (SOM) appointed Trainees. Communicate policies to department directors, training program directors, preceptors, departmental credentialing coordinators and trainees.
Independently exercise discretion and judgment and assume responsibility for decisions, consequences, and results having an impact on people, cost, and/or quality of service. Develop recommendations for changes in established policies related to position functions. Handle confidential and sensitive material relating to evaluation and training performance issues of Trainees.
United States Medical Licensing Examination Application process (USMLE):
Students/graduates must pass the three part USMLE in order to be licensed to practice medicine. The first two steps of the exam are given during medical school. This position requires in-depth knowledge of USMLE rules and regulations. Incumbent is responsible for enrolling students for Steps 1 and 2, drafting policy correspondence for students and staff, verification of enrollment status, maintaining records of examinee scores and completing questionnaires relating to medical student performance on the examinations.
United States Medical Licensing Examination Application Subject Exams (USMLE):
The Registrar’s Office of the Johns Hopkins University School of Medicine is the National Board of Medical Examiners contact for the administration of the web-based USMLE subject exam. Incumbent assigns and distributes unique ID number to examinees, prints and distributes the scores for the exams, downloads the scores into the database and serves as contact person for the clerkship directors, administrators and/or exam proctors.
Act as lead person in organizing and implementing Registrar’s records (faculty, postdoctoral fellows and students from mid-60’s to current) using OnBase scanning software and database. The incumbent must make sure that records are reviewed for completeness, scanned and indexed appropriately so that retrieval of office records will be efficient and effective.
Incumbent will assume full responsibility for credentialing all research Postdoctoral Fellows and Trainees in the SOM. Provides certification of faculty and fellowship appointments for various hospitals and state licensing agencies as well as employment verification for mortgage applications.
Prepare and distribute medical and graduate student directories. Input and maintain directory data for current students.
Shares responsibility for management of certificate process for postdoctoral fellows including researching appointment history to determine eligibility, obtaining evaluation from preceptor, creating certificate, circulating certificate internally for appropriate signature and mailing certificate to trainee.
National Science Foundation (NSF) Survey:
Responsible for administration of the annual NSF survey of graduate students and postdoctoral fellows. Edits departmental responses for accuracy and summarizes data before forwarding to NSF.
Educational Loan Deferments:
Assists with verification of loan deferment eligibility. Requires knowledge of various federal regulations (Title IV and VII) regarding deferment eligibility.
Incumbent is responsible for processing V.A. benefit applications, for advising trainees on eligibility, and for maintaining records as required by the Veterans Administration. Verifies enrollment status for V.A. trainees via web-based system. Requires knowledge of V.A. educational programs and attending V.A. training classes. Also responsible for reporting accurate tuition and fee information in coordination with the offices of Financial Affairs and Financial Aid.
Medical Student and Graduate Student Parking:
Responsible for notifying students of parking policies. Requires knowledge of student parking policies.
SIS is a university-wide student information system that requires daily resolution of duplicate records. Incumbent is responsible for this task.
A critical function of the position is providing service to the SOM population at the Registrar’s Office Service Counter. Incumbent shares this responsibility with five other staff members. In order to be effective, an in-depth knowledge of all student, postdoctoral fellow, faculty and benefit policies is required.
Other Administrative Duties:
Provides administrative support to the Associate Dean/Registrar for various adhoc and standing committees In addition to service counter coverage, incumbent shares general office responsibilities for mail distribution and telephone back-up. Assists with special projects and events including the School of Medicine Commencement; fellows/house staff and student orientation and registration as well as other general office functions as assigned.
High School Diploma/GED.
Five years progressively responsible administrative experience.
Additional education can be substituted for experience to the extent permitted by the JHU equivalency formula.
Computer proficiency in Microsoft Word, Access database and Microsoft Excel.
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 Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.