Academic Program Coordinator

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Nov 24, 2020
Employment Type
Full Time

General Summary/Purpose

The primary purpose of this position is to manage and support all aspects of academic administration including, but not limited to, admissions, marketing, recruiting, and graduate student tracking for both the Chemistry PhD and master’s program as well as the Chemical Biology Interface Program (CBI) which an NIH funded training grant.

The mission of the Zanvyl Krieger School of Arts and Sciences is discovery—the creation of new knowledge through research and scholarship, and the education of our students, undergraduate and graduate alike, through immersion in this collaborative process. The school’s unique character above all derives from its commitment to choose carefully what is worth pursuing and to do so without compromise.

Endeavor to provide the highest quality of service in support of the mission of the University and School of Arts and Sciences.

Specific Duties & Responsibilities

Internal Contacts

  • Chemistry Department staff and administration (Advise/Consult and Negotiate/Influence)
  • Program Director (Advise/Consult and Negotiate/Influence )
  • Office of Graduate Admission and Affairs (Exchange information)
  • Graduate Board (Exchange information)
  • Registrar’s Office (Exchange information)
  • Faculty (Advise/Consult and Negotiate/Influence)
  • Other Department Staff and Administration in A&S, Engineering, SOM & SPH (Advise/Consult)
  • Graduate students (Advise/Consult and Negotiate/Influence)
  • Postdocs (Exchange information)

External Contacts

  • Prospective students (Advise/Consult and Negotiate/Influence)

Vendors (Negotiate)

Admissions

  • Preparing appropriate correspondence, advising prospective students regarding program and admissions policies and procedures, monitoring a multilevel interdivisional communication track to notify program faculty and prospective students of information pertinent to the admissions process.
  • Provide information to prospective students (via email and phone) regarding admissions process.
  • Manage all admissions materials, including application, letters of recommendation, GRE scores, and transcripts.
  • Enter, track, and maintain admissions web-based and electronic data systems.
  • Responsible for timely and accurate dissemination (electronic) of admissions information to program faculty located in KSAS, SOM, and BPSH.
  • Ensures that the graduate recruitment and admissions processes are completed accurately and within established timelines.
  • Collaborates effectively with the Admissions Committee in ensuring applications are reviewed and applicants are informed of the Committee’s decisions in a timely manner.
  • Clearly communicates project status, next steps, risks and issues. Tailors communications to fit the intended audiences.
  • Meets the documented needs and expectations of the requester (customer).
  • Plans, monitors and documents status of applications effectively.

Academic Tracking

  • Enter, track, and maintain academic, contact, and payroll information of all graduate students and post docs.
  • Track CBI and Chemistry student’s academic progress and confirm students have fulfilled academic requirements.
  • Create and send out academic standing letters to Chemistry and CBI students.
  • Coordinate first year research rotations for CBI students.
  • Coordinate Chemistry and CBI students’ thesis defenses and confirming all required paperwork is accurate.
  • Completing the electronic Expected to Graduate List (via OneDrive) for each conferral date.
  • Manage and update the Chemistry and CBI student folders.
  • Track student and postdoc compliance that they reviewed the handbook and university’s standard operating procedures on an annual basis.
  • Track student and postdoc completion of the responsible conduct in research course.
  • Manage and track student thesis orders.
  • Effectively manages on-boarding activities for incoming graduate students.
  • Ensures that oral exams (Dept Oral, GBO, Thesis Defense) are set up efficiently.
  • Collaborates and communicates effectively with central student services’ departments such as Admissions, Registrar and OISSS.
  • On a continuous basis, exercises prudent administrative judgment and assumes responsibility for decisions, consequences and results of activities related to academic administration.
  • Ensures the expenses for the academic and teaching programs are within the approved budget and are reviewed monthly.
  • Effectively manages the transition to the new graduate student academic program.
  • Communicates all human resources and financial documents within established deadlines.
  • Communicates data to RSAs for timely submission of DGAs.
  • Works effectively with student organizations in identifying funding needs.
  • Ensures that academic web content is up to the date and accurate.
  • Demonstrates knowledge of all facets of the graduate student programs and ensures students are on track with exams, thesis committee, and other requirements for academic program completion.

Event Coordination

  • Coordinate the recruitment, interviewing and evaluation process of prospective students.
  • Organize annual recruitment weekend for CBI program – make arrangements for hotels, catering, transportation, student hosts, and interview schedule.
  • Make individual arrangements for students who are visiting/interviewing on a different weekend. Created schedule, made hotel reservations, recruited student hosts.
  • Track budget costs from CBI recruitment. Include information from the scheduled weekend, as well as individual visits.
  • Organize and manage the CBI Annual Retreat. Solicit speakers, attendees and poster presenters; book location; order catering; create/print program and name badges.
  • Recruit preceptors and students to speak/present in the CBI Forum during the Fall and Spring semesters.
  • Manage and help coordinate 2 student-invited seminar speakers each year.
  • Maintain calendars for department conference rooms and lecture halls
  • Meetings and special events are organized in a timely fashion
  • Handles multi tasks and prioritizes workload to meet deadlines
  • Demonstrates high attention to detail
  • Maintains a high level of accountability
  • Demonstrates initiative and problem solving approach

Finance Administration

  • Track travel subsidies awarded to CBI students and student affiliates.
  • Track student compliance with various required forms including payback agreements, payroll, and program expenditures.
  • Ensures that the student database is updated within 48 hours of receipt of information and ensures that relevant University Systems are updated with reasonable timeliness.

Marketing and Communication

  • Develop and manage effective communication tools for various publication platforms including brochures, letter generation, and the program web site.
  • Annual CBI Mailing – send out letter/email and brochure to faculty as a recruitment tool.
  • Manage and update the Chemistry and CBI websites. Update the Chemistry/CBI calendar weekly to reflect the most up to date forums, speakers, thesis defenses. Update News section with most recent events and announcements.
  • Create and update annual Chemistry newsletter using InDesign. Collect content, design layout, and work with vendors regarding printing and distribution.
  • Update the department’s OneDrive site for new students. Make any necessary improvements to adapt to our new class of students and to make the start of their graduate career easier.
  • Manage and update the department’s Facebook, Instagram and Twitter pages. Develop new ways of increasing our “likes” and reaching out to current and prospective students.
  • Compiles and analyzes academic data accurately
  • Responds within deadlines to requests for data used for marketing purposes, surveys and other reports
  • Demonstrates knowledge of all facets of the graduate student programs, recommending and implementing multiple media methods to promote department programs
  • Attends at least three full-day in-class or on-line training programs per year, and department training pertinent to their job in the area of multi media applications.

Other duties as assigned.

Minimum Qualifications

  • 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.

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.

Special Knowledge, Skills, and Abilities

Must be able to work well under deadlines and coordinate multiple projects at one time. Work independently to resolve problems in an efficient and diplomatic manner. Excellent computer skills (word processing, spreadsheet and database) preferably in a cross platform environment (Mac and Windows). Excellent oral and written communication skills, the ability to handle confidential information, and to work as a team player. Excellent organizational skills with attention to detail; ability to manage multiple projects simultaneously & effectively, & work with diverse groups of constituents; ability to work in a dynamic, fast paced environment, making independent decisions and the discernment to know when such independence is warranted; ability to work as part of an effective team.

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 - Commensurate with Experience
Employee group: Full Time
Schedule: Monday-Friday, 8:30am - 5:00pm; Up to 37.5 hrs/ week
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001355-Chemistry
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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Homewood Campus


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 jhurecruitment@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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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