Job Details

Associate Dean and Registrar
Baltimore, MD (US)
Johns Hopkins University
Apr 07, 2018 (Expired Remaining)

Associate Dean and Registrar

Johns Hopkins University


Johns Hopkins Medicine (JHM), headquartered in Baltimore, Maryland, is an $8 billion integrated global health enterprise and one of the leading health care systems in the United States. Johns Hopkins Medicine unites physicians and scientists of the Johns Hopkins University School of Medicine (JHU SOM) with the organizations, health professionals and facilities of The Johns Hopkins Hospital and Health System.


Johns Hopkins Medicine's vision, "Together, we will deliver the promise of medicine," is supported by its mission to improve the health of the community and the world by setting the standard of excellence in medical education, research and clinical care. Diverse and inclusive, Johns Hopkins Medicine educates medical students, scientists, health care professionals and the public; conducts biomedical research; and provides patient-centered medicine to prevent, diagnose and treat human illness.


The Associate Dean and Registrar is integral to the success of the JHU SOM and it role in Johns Hopkins Medicine. This position has two distinct roles, one supporting medical and research faculty in full-time pursuit of their chosen professions at Johns Hopkins and, the other supporting students, residents, fellows and other trainees studying to become medical doctors and researchers.


Specific duties & responsibilities:

The Registrar’s Office maintains personnel records (appointments, reappointments, promotions and termination) of medical and research professionals, including postdoctoral fellows, house staff, faculty, trainees and other observers. The Associate Dean and Registrar, with the Office of Faculty, implements policy related to appointment and promotion of faculty, and is responsible for maintaining records of faculty and for providing data to the office of the Vice Dean of Faculty. In addition, the Associate Dean and Registrar collaborates with the Vice Dean of Faculty on revising, producing and maintaining the Gold Book and the Blue Book, the faculty appointment and promotion policy documents. The Associate Dean and Registrar provides curated data annually for the Faculty Salary Equity Study as well as the data for the Status of Women report and other institutional studies and reports. Utmost confidentiality is required as these data include confidential personal and salary information.


The Associate Dean and Registrar manages health, dental, life, and disability insurance; and  dependent care account and retirement benefits, for the students, fellows, house staff and trainees, as appropriate. Accordingly, the Associate Dean and Registrar serves on the University Health Services Advisory Board, the School’s policy body for student/trainee health benefits. The position serves as the negotiations administrator and ensures that plans operate according to required regulations.


In conjunction with university-wide polices established by the University Registrar and Assistant Vice Provost, the Associate Dean and Registrar is responsible for all academic records and certifications of students, residents, fellows, and other trainees. Additionally, this position oversees orientations, scheduling (courses and examinations), transcripts, and graduation, and, as appropriate, licensing processes. The office provides full-service information services regarding academic programs and requirements, prepares the academic calendar, publishes the course catalog annually, and provides front counter support for the School of Medicine’s many constituencies.


The Associate Dean and Registrar maintains detailed knowledge of academic and conduct policies of the School of Medicine, as well as the regulatory requirements as mandated by accrediting, state, and federal agencies, and interprets and enforces such policies and regulations. The position contributes to the formation of academic policy and procedures within the School of Medicine, and is a voting member of the committees that: set policies and procedures for students, residents, fellows, and other trainees; vote on promotion; and review and approve the degree work of masters and PhD candidates and recommend approved candidates to the Advisory Board of the Medical Faculty and the Doctor of Philosophy Board.


As the extant administrator of the School of Medicine’s student information systems, the Associate Dean and Registrar ensures that necessary data is properly managed and backed up, and that appropriate data feeds from disparate systems, e.g. Occupational Health, MyLearning and CPR, are imported and/or distributed to serve the many constituencies. The Registrar’s office data management and reporting responsibilities include conventional compliance reporting, institutional research data analysis and ad hoc reporting on students and faculty as necessary, as well as the required reporting to NSF. The reporting function includes working with academic departments, the Divisional Budget Office, and educational leaders to administer surveys and collect and distribute results.


The Associate Dean and Registrar supports a myriad of other functions in support of its students and trainee constituencies, such as providing administrative support for select institutional endowed lectureships and planning and executing the annual Convocation ceremony. In addition, as appropriate, this office assists with ensuring that international students and trainees are appropriately appointed in compliance with their visa status, and that veterans are appropriately certified for their earned benefits. The office administers the Visiting Medical Student program and generates a medical student directory. The Associate Dean and Registrar is the Executive Chief Proctor for the NBME/USMLE activities and certifies medical student eligibility for USMLE examinations.


The Associate Dean and Registrar leads a team of professional staff and reports to the Vice Deans for Faculty and Education, with a secondary reporting relationship to dotted line responsibility to the University Registrar and Assistant Vice Provost. The position works closely with a number of stakeholders, including the Associate Deans/Directors of offices that support medical education, biomedical graduate education, graduate medical education, research postdoctoral training, and faculty.


Minimum qualifications (mandatory):


Master’s degree required. Eight years of progressive leadership experience in a complex higher education registrar’s office.


Must have the ability to:

• Provide energetic leadership

• Negotiate effectively, build consensus and influence institutional decisions

• Manage change in a decentralized institution

• Make independent judgments and decisions

• Analyze information and situations

• Set priorities in a complex environment

• Listen and communicate convincingly in written and verbal formats

• Manage and delegate work load and work flow under the pressure of deadlines

• Manage and supervise and provide for development of staff

• Represent the institution’s perspective to external entities


Preferred qualifications:


Preference will be given to candidates who have

• Knowledge or experience with:

◦ Regulations and standards of the accrediting bodies of higher education (such as the Middle States Commission on Higher Education)

◦ Regulations and standards of the accrediting bodies of medical education (including Liaison Committee on Medical Education and the Accreditation Council for Graduate Medical Education)

◦ The priorities of and regulations of key funding bodies, including but not limited to the National Institutes of Health and the National Science Foundation

◦ Maryland State legislation as it pertains to higher education

◦ Experience with student benefits administration

• Administrative experience in health sciences education


Special knowledge, skills, and abilities:

• Knowledge of educational leadership and administration, higher education structure and governance and factors that impact decision making at private research institutions.

• Demonstrate knowledge of theory and practice of student development.

• Understanding of nationally recognized practices and procedures for registrars including registration and records management, degree audit systems, transcript practices, and evolving best practices in records and registration.

• Grasp of compliance standards required by federal and state laws and regulations regarding student records, privacy, reporting, and funding, as well as HIPAA regulations.

• Familiarity with information technology, computing applications, statistical analysis, and research used in higher education and trends and developments in technology that apply to student systems including web-based applications. Awareness of computer systems analysis, design and implementation methodology as used in records and registration applications.

• Knowledge of compliance standards for government reporting for international students and students eligible for VA benefits.


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