The Registration & Credentialing Specialist is responsible for managing the Johns Hopkins University School of Medicine’s (JHUSOM’s) Visiting Medical Student Program, including coordinating international student exchange programs. The management of the visiting medical student program encompasses all aspects of the program, beginning with applications to the closure of records. In addition, the Visiting Medical Student Registration and Credentialing Specialist provides support for: Registrar’s Office events; the registration, credentialing, and reappointment of JHUSOM trainees; processing of loan deferrals; the management and maintenance of the electronic inventory of medical student electives; and helping all JHUSOM learners with resolving problems.
Roughly 2,000 medical students apply for electives, of which approximately 500 are enrolled. JHUSOM maintains approximately 25 visiting student agreements.
The Visiting Medical Student Registration and Credentialing Specialist is part of the JHUSOM Registrar’s Office, and reports to the Associate Registrar.
Specific Duties & Responsibilities
This position uses a customer service approach to apply knowledge of JHUSOM and Johns Hopkins University Health System policies and procedures; JHUSOM registration requirements (such as credentialing, benefits, tuition, and curriculum); and the Registrar’s Office database to carry out the following broad areas of responsibilities:
Visiting Medical Students:
Manages all aspects of the Visiting Medical Student Program and coordinate international student exchange programs, including the following:
Reviews applications (roughly 2,000 per year) for completeness (e.g., contain address, visa information, proof of completion of prerequisite courses, AAMC immunization forms, recommendation letters, proof of health insurance.
Communicates with applicants to if application is incomplete
Reviews final application and supporting materials and identifies a match with an appropriate faculty member and/or course
Submits completed application to appropriate faculty for decision regarding acceptance
Tracks responses and follow up as necessary to ensure timely decisions
Notifies student of acceptance and provides additional information regarding preparing for participation in elective (e.g., visa, housing, health insurance, criminal background check, health screening requirements, HIPAA, etc.)
Registers student in elective
Bills and collects visiting student fees
Completes on-boarding, including administering HIPAA and other required trainings; enrolling student in JHUSOM health plan as needed; issuing JHUSOM ID badge; etc.
After completion of elective, secures evaluation from preceptor and submits to the visiting student’s home institution
Closes active record and transfers to archive records.
Maintains signed visiting student agreements and database of agreements; tracks agreement deadlines and alerts leadership when the agreement is in its final year; prepares reports as requested
Compiles program information and prepares reports for leadership
Develops a knowledge of JHUSOM polices, benefits, and health services
Applies knowledge to answer questions, refer to appropriate JHU, JHUSOM, or Johns Hopkins Health Service offices, or otherwise serve JHUSOM learner constituencies
Develops knowledge of federal regulations (e.g. Title IV and VII)
Applies knowledge of federal regulations to assists with verification of loan deferment eligibility.
Assists and supports the processing of complex student schedule change requests
Performs general office duties such as staffing the Registrar’s Office counter; opening and answering/routing mail; and answering Registrar’s Office telephones.
Assists with events such as the JHUSOM convocation
Assists with orientations and registrations for students and housestaff/fellows
Performs other duties as assigned
Minimum Qualifications (Required)
High school diploma/GED,
Minimum of three (3) year’s work experience in post-secondary education.
Additional education may substitute for some work experience to the extent permitted by the * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *
Bachelor’s degree preferred.
Prior experience working with a Student Information System preferred
Experience working in medical or graduate education preferred
Knowledge of FERPA and HIPAA preferred
Special Knowledge, Skills, and Abilities
Demonstrated experience working productively with diverse stakeholders, such as faculty, administrators, education program staff, and learners
Ability to approach all duties with a customer service approach
Proficiency in Microsoft Office Suite applications
Demonstrated experience working with relational databases.
Demonstrated ability to communicate with tact and diplomacy
Excellent interpersonal skills
Excellent written and oral communication skills
Excellent listening skills
Excellent administrative and organizational skills
Proven ability to partner with others to resolve problems
Must be willing and able to develop deep knowledge of JHUSOM student benefits (health, dental, vision, life, disability) and services provided by University Health Services.
Must be willing and able to acquire knowledge of medical student curriculum, graduate student registration procedures, and interdivisional registration procedures
Must be willing and able to acquire knowledge of various federal regulations (including but not limited to Title IV and VII)
Classified Title: Registration & Credentialing Specialist Working Title:Registration & Credentialing Specialist Role/Level/Range: ATO 40/E/03/OE Starting Hourly Pay Rate Range: $17.42 - $23.95 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30am-5pm / 40 hrs per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002603-SOM Admin Registrar Registrar Function Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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