Academic Program Coordinator

General Summary/Purpose:

Located in Baltimore, Md, this position provides administrative support to Center Directors, Program Directors, Associate/Assistant Program Directors, Program Coordinators and Advisors of the Advanced Academic Programs graduate programs and certificates.

Note:This position is not eligible for visa sponsorship.

Specific Duties & Responsibilities:

65% -- Academic Administration and Support

• Currently assigned administrative responsibilities for the Center for Biotechnology Education, which has 8 Master degrees and 3 certificate programs. Also, serve as primary program support for 4 additional master’s programs, which include the MS in Energy Policy and Climate, the MS in Environmental Science and Policy, the MS in Geographic Information Systems, and the MS in Applied Economics along with 5 associated certificates in those programs. Collectively, these programs include more than 240 full-time, part-time, and adjunct faculty.
• Create and maintain email list serves, files, and records.
• Submit JIRAs for payments requests to faculty, staff, guest lecturers.
• Draft program event related general correspondence and prepare student information emails.
• Create and maintain electronic files for students and alumni.
• Create and distribute program-related emails and other documents.
• Utilize existing student information systems (SIS) to create email list servs, view rosters, and verify information
• Serve as a resource to problem-solve issues related to Academic Affairs.
• Monitor and respond to faculty queries regarding term hours, scheduling questions, and procedures for filling out necessary forms.
• Provide faculty support, including limited duplication of materials, arranging and administering make-up exams.
• Maintain inventory, research vendors, and availability of products and coordinate the ordering of materials and supplies through SAP and procurement card purchasing.
• Negotiate with vendors regarding supply costs.
• Purchase supplies and reconcile monthly procurement card transactions.
• Resolve purchasing related issues.
• Work with vendors and the Wet Lab Manager to select and purchase lab equipment and materials.
• Maintain inventory of Wet Lab orders and expenses. Research vendors and availability of products for the wet lab.

20% - Thesis/Capstone Planning and Coordinating

• Serve as primary contact for the coordination of capstone planning for the following Master degree programs:
  • Energy, Policy, and Climate (2x/year)
  • Environmental Science and Policy (2x/year)
  • Geographic Information Systems (3x/year)
  • Additional programs under Academic Administration and Support that include Capstone/thesis/project planning
• Collect papers, waiver forms, and post papers in JScholarship for each program Capstone/thesis/project, each semester.
• Assist in distributing papers to faculty on thesis or capstone review committees and arrange electronic delivery of said papers for each program.
• Create and maintain a spreadsheet with students’ thesis/capstone information (i.e. program, thesis topics, dates for revision and defense, title, and faculty readers) for each program.
• Collect reviews from faculty and organize them into files by student for each program.
• Collect final electronic or paper copies of Capstone/thesis/projectwork for each program.
• Ensure that papers are formatted correctly for all programs.

10% -- Special Events

• Coordinate catering and guest lecture compensation for special events,institutes, conferences, and seminars for the programs listed in Academic Administration and Support above; AAP programs hold over 50 events per year with the largest events being joint partnerships with various entities/groups in the DC area.
• Support Program Directors with logistics for on-site seminars for the Center for Biotechnology Education, Energy Policy and Climate, Environmental Science and Policy, Geographic Information Systems, and Applied Economics programs.
• Support International/National seminars for the above programs, to include:coordinating rooms/catering orders, manage and distribute materials, mail materials to instructors at conference site.
• Collaborate with the Events Coordinator and Executive Director of Marketing on large, program-related events.

5% -- Additional Administrative Support

• Support Faculty Committees by taking notes during meetings and arranging rooms, as needed.
• Other duties as assigned.

Minimum Qualifications (Mandatory):

• High School Diploma/GED.
• Three years administrative/academic related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

• Minimum of 2 years administrative experience required, preferably in an academic environment.

Special Knowledge, Skills, and Abilities:

• Ability to communicate clearly and tactfully; pleasant phone and email manner.
• Commitment to becoming a team player; openness to working with diverse personalities.
• Willingnessto cross train with other employees.
• Ability to work independently with minimal supervision and to use sound judgment in decision making.
• Strong organizational skillsand ability to prioritize assignments.
• MS Office Suite. Maintain facility using spreadsheets and databases.
• Ability to become proficient in University systems, such as SIS.
• Sharp record keeping skills with attention to detail.
• Flexibility in working with multiple demands, schedules, work styles, and differing program needs.
• Familiarity with higher education settings and adult learners a plus.
• Ability to keep current with changes to JHU systems.

Classified Title:Academic Program Coordinator
Working Title: Academic Program Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range:$17.42 to $23.95 per hour
Employee group: Full Time
Schedule: M-F, 8:30am- 5:00pm
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001347-Advanced Academic Programs
Personnel area: School of Arts & Sciences

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 atjhurecruitment@jhu.edu. 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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