The Registration Coordinator is one of two employees responsible for coordinating the academic program for approximately 850 graduate students plus other students taking graduate level courses in the School of Medicine and other divisions of the University. Registration Coordinator holds a pivotal position in the Office of the Registrar as well as in the School of Medicine, functioning as a primary contact for policy and program information for students, graduate training program directors and coordinators, and personnel from other divisional Registrar's Offices. Registration Coordinator provides staff support for the M.A. and Ph.D. Committee and other ad hoc committees related to graduate student academic issues. In addition, the Registration Coordinator prepares degree completion data to be presented to the JHU Doctoral Board. The Registration Coordinator is the lead person in maintaining the School of Medicine ACGME Tracking System.
Registrar's Office liaison with graduate program directors, program coordinators and course directors: The Registration Coordinator is the Registrar's Office liaison with graduate training program directors and coordinators, providing course and program directors rosters of enrolled students, and notifying students of course offerings and room assignments. Incumbent will be expected to have an in-depth knowledge of policies and procedures relating to the development and retention of student academic records. Responsible for developing schedule of courses offered by each department/program, administering registration process, advising students on course offering and timing, and coordinating with faculty and graduate program administrators all aspects of students registration.
Establish and maintain graduate student academic records: Maintain graduate student records including establishing files, collecting final transcripts from undergraduate schools, registration, data entry of courses, grade collection and posting, transcript preparation. Provide certifications and transcripts for current graduate students and M.A. and Ph.D. graduates of the School of Medicine. Knowledge of program requirements, School of Medicine, University and Doctoral Board requirements and regulations relating to curriculum and other aspects of graduate student education. Includes monitoring of admission requirements, establishing and maintaining academic records and completion of degree requirements. There are 14 graduate programs, each with different requirements.
Process and track schedules for graduate students, special students and interdivisional registrants: Assists departmental Graduate Program Coordinators with all aspects of academic support services including course offerings, registration and follow-up, classroom assignments, degree completion materials, class rosters and grade collection. Coordinates cross registration and grade collection with other divisions in the University. Knowledge of University and divisional registration policies required. Responsible for maintaining (and developing recommendations for changes) computerized student record systems.
Advise and assist students concerning registration procedures, graduate student policies, degree completion and Doctoral Board requirements: The Registration Coordinator advises and assists students with issues regarding registration procedures. This includes but is not limited to registration procedures for other divisions in the University, prerequisites for classes, availability of classes due to class size limitations, etc. In addition the Registration Coordinator advises students of degree completion requirements and Doctoral Board requirements. The Registration Coordinator must be knowledgeable of School Medicine policy as it applies to promotion and grading policies. The Registration Coordinator provides grade information for the preparation of student academic records.
Collect and record grades in electronic database: The Registration Coordinator is responsible for creating grade files for graduate students in addition to special students, postdoctoral students and students from other divisions taking School of Medicine courses. This includes requesting and electronically processing all grades. Students receiving marginal or failing grades are notified by the Registration Coordinator. Training program directors are also notified of students in their program who have received marginal or failing grades. Grade information collected provides the basis for the creation of official transcript for each student.
Interpret policy and assist faculty with administrative responsibilities pertaining to graduate education issues: The Registration Coordinator is the primary staff assistant responding to questions from students and course directors regarding School of Medicine policy and is called upon to interpret this policy as it applies to grading, scheduling of courses, registration and support functions. The Registration Coordinator will identify potential problems that may arise and will discuss with Registrar, such as availability of teaching resources, program requirements, and scheduling conflicts. The Registration Coordinator may be called upon to identify and interpret the policies of outside institutions or departments, such as Peabody or Continuing Medical Education, as they relate to School of Medicine course enrollment, and communicate them to the Registrar with recommendations regarding the impact on student academic activities.
The Registration Coordinator also assists faculty in the development of new course offerings by advising new course directors of the administrative responsibilities for their course, teaching room availability, etc.
Prepare agendas for M.A.-Ph.D. Committee and follow up on Committee agenda items: Assist in providing administrative support for monthly M.A./Ph.D. Committee and other ad hoc committees relating to graduate education. Committee recommends academic policy and approves degree candidates.
Liaison with JHU Doctoral Board for approval of degree candidates; liaison with Phi Beta Kappa Committee: Liaison with JHU Doctoral Board administration staff; provide Doctoral Board with appropriate materials for School of Medicine M.A. and Ph.D. candidates, reports Doctoral Board actions to the Registrar for implementation of new policies or procedures. School of Medicine liaison with University-wide Phi Beta Kappa selection committee. Provides nomination materials for Phi Beta Kappa candidates.
Responsible for inputting graduate student information in School of Medicine student databases, including tracking student status changes and internal and external reporting: The Registration Coordinator tracks and reports student status changes internally (for the purpose of tuition assessment, ID access, parking and access to Welch Library, etc.) as well as to external agencies that maintain national databases on enrollment and graduation information of students, such as the National Science Foundation.
Assist students, postdoctoral fellows and faculty at the Registrar's Office counter as well as on the telephone; answer outside inquiries relating to all aspects of Registrar's Office and Postdoctoral Office registration functions: In order to service students, postdoctoral fellows and faculty at the counter and on the telephone, the Registration Coordinator also must have a thorough understanding of all School of Medicine policies that pertain to medical students, graduate students, postdoctoral students and faculty. The Registration Coordinator is often called upon to handle issues or questions that require an in-depth knowledge of the Hopkins University and Hospital system in order to refer students, fellows, faculty or patients to the appropriate Hospital or University office. In addition, an in-depth knowledge of all student and postdoctoral benefit plans is required to effectively respond to issues presented to the Registrar's Office. Excellent customer service skills are also required.
Prepare, distribute, and verify accuracy of questionnaires pertaining to graduate student enrollment and programs (i.e., Peterson's Guide, National Science Foundation Survey and Survey of Earned Doctorates): The Registration Coordinator will have responsibility for distribution, collection, and preparation of questionnaires pertaining to graduate student enrollment and programs. Peterson's Guide is an annual guide to Graduate and Professional Programs. The National Science Foundation (NSF) tracks Ph.D. students and graduates. Data from the NSF survey are used by Congress during the appropriation process; by state and federal agencies in determining whether levels and distribution of support reflect the country's needs; by industrial and commercial recruiters in seeking employees; and by institutional research offices in examining programs at their own institutions and for comparison with peer institutions. The Survey of Earned Doctorates is a NSF questionnaire that profiles Ph.D. graduates for a variety of governmental reporting. The Registration Coordinator also responds to other ad hoc requests or information on graduate student enrollment.
Coordinate tutorial course program between School of Medicine and Homewood campus: The Registration Coordinator assists in coordinating the tutorial program. Tutorial Program provides Homewood undergraduate students with the opportunity to work with School of Medicine faculty in a clinical or research setting.
ACGME tracking system:
The incumbent is responsible for an electronic tracking system that tracks the daily activities of all residents and fellows in ACGME training programs. This system is the system of record for Johns Hopkins Medicine reporting to HSCRC and Medicare for indirect and direct medical education reimbursement. Specific duties include:
Liaison between the Registrar's office and 90 departmental coordinators for ACGME reporting.
Responsible for sending monthly data files, importing and trouble-shooting data, and reconciling discrepancies.
Ensures that appropriate supporting documentation is received from program directors.
Works closely with departmental contacts, trains new department coordinators, and provides direction to coordinators who have questions concerning reporting requirements.
Maintain student biographical information in Access database: For directories and mailing labels.
Other duties: Assist with Registrar's Office phone and counter rotation. Assist with processing forms for deferment of student educational loans. Assist with opening and distributing Registrar's Office mail. Assist with special projects, i.e., registration, graduation, notary services and other general office functions as assigned. Working knowledge of Microsoft Office Suite required; prior experience with an Access Database is recommended.