Registration Coordinator, Fellows (School of Medicine - Registrars Office)

Registration Coordinator, Fellows

The Registrar's Office at the Johns Hopkins School of Medicine is seeking a Registration Coordinator, Fellows. The Registration Coordinator, Fellows will provide registration and records support for approximately 3,000 non-student learners in the School of Medicine. The position will be responsible for maintaining academic records and navigating this population through registration processes and procedures throughout appointment cycle. The Registration Coordinator, Fellows reports to the Associate Registrar for Operations and Special Projects and works closely with learners and all Office of the Registrar (RO) staff as well as faculty, administrative leaders and staff. This position serves as a liaison between the Office of the Registrar and the Office of Postdoctoral Affairs, Office of Graduate Medical Education, and Office of Graduate Clinical Education all non-student learner appointment records. The staff member serves as a critical member of the RO team to ensure cross-coverage and customer service support for all learners served by the office.

Specific Duties & Responsibilities

• Reviews all appointments for accuracy and validity in compliance with JHU and JHSOM policies and database standard.
• Configure and assign appropriate data entry codes for the Non-Student Learner Information System (NSLIS) to include department/division, benefits, visa, salary support, location to ensure data integrity.
• Ensures accurate data for visa type and status and changes to permanent residency status connected to appointment date in NSLIS.
• Review all learner appointment data in NSLIS for discrepancies related to appointments and make corrections as needed.
• Provide relevant data to other JHU office as needed.
• Review system configuration to support changes and reappointments non-student learners to maintain compliance with JHU policies.
• Handle confidential and sensitive material for discussion with the Associate Dean and Registrar, Associate Dean for Postdoctoral Affairs, Sr. Associate Dean for Graduate Medical Education, Office of International Services, Student Health and Wellbeing, Student Benefits as applicable.
• Maintain confidential records on issues related to learners.
• Compile data and generate reports as requested by the Associate Dean and Registrar to aid them in decision-making.
• Process and review weekly, monthly, and annual reports and respond to ad hoc data request.
• Review and maintain student information system communications to ensure the accuracy and timeliness of content.
• Serve as the database manager for the NSLIS database to ensure data integrity.
• Communication needed NSLIS configuration changes to the Office of Information Technology and test/validate their work.
• Maintain the legacy SOMIS system for historical reporting needs.
• Facilitate cross system data exchange and management with the legacy SOMIS system.
• Maintain document imaging system for all non-student learner records to ensure accuracy integrity.
• Facilitate the archiving of physical and electronic record for permanent retention.
• Participate in training sessions provided for departmental credentialing coordinators.
• Responsible for coverage of shared core registrar office duties and cross-coverage for customer support.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Four years progressively responsible administrative experience.

• 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

• Work experience in an academic or academic medical setting.

Classified Title: Student Records Coordinator Job Posting Title (Working Title): Registration Coordinator, Fellows Role/Level/Range: ATO 40/E/03/OF Starting Salary Range: $21.25 - $36.90 HRLY ($60,000 targeted; Commensurate w/exp.) Employee group: Full Time Schedule: Mon-Fri, 8.30m-5.00pm FLSA Status: Non-Exempt Location: Hybrid/School of Medicine Campus Department name: SOM Admin Registrar Office Personnel area: School of Medicine