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Academic Program Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Aug 4, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Academic Advising & Academic Support Services
Employment Type
Full Time
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The Physics and Astronomy Department seeks anAcademic Program Coordinator who will provide administrative support for a complex academic program requiring extensive collaboration with students, faculty and other departments. This position provides support to the Academic Program Administrator including assistance with graduate student admissions, graduate student payroll processing, data entry for tracking student progress, special events; scheduling of research exams, Graduate Board Oral (GBO) exams and thesis defenses; procurement cardholder purchasing staple items to support Academic Affairs activities. This position provides assistance for other administrative staff in the department’s main office.

Specific Duties & Responsibilities:

Support for Graduate Students

  • Schedule Research exams, GBO (Graduate Board Oral) exams, and Thesis Defense Committees.
  • Coordinate professorial invitations to committees
  • Provide students defending their thesis with graduation applications and information about preparation of their thesis for submission to the Library
  • Proctor exams.
  • May handle sensitive student issues and help facilitate the resolution of student inquiries and problems.

Data Tracking and Reporting

  • Enters new student records and updates existing records as needed in the department FileMaker Pro database. Some of these updates include: adding classes taken, grades, advisors, committee members, defense dates and alumni information.
  • Generates reports for the chairman, faculty and administration as needed.
  • Maintain student email distribution lists
  • Updates undergraduate information in the department’s database.
  • Enters and maintains course information for the upcoming semester.

Special Events (in partnership with Academic Program Administrator)

  • Coordinate open house sessions (graduate and undergraduate), including developing and producing information packets and materials and organizing the agenda; arranges catering, hotel accommodations and reimbursement for attendees; reserves room and A/V equipment; prepares handouts. Interacts directly with potential students and parents about the program and provides them with information.
  • Coordinate and be the onsite contact for the following annual special events: Spring picnic, the fall Welcome crab feast picnic, the holiday party, the Graduate Student Appreciation Week, and the Kerr-Stanley Award ceremony. Takes photos of events.
  • Serve as the recorder at annual feedback sessions.
  • May be required to work extra hours during these events.
  • May independently coordinate other special events.

Transaction Processing

  • Initiate procurement card purchases (Academic Affairs small dollar/regularly consumed supplies/services) in accordance with University Purchasing Policy, Procurement Card training and training materials, the Cardholder Agreement, and any other specific internal requirements. Maintains supporting documentation for all transactions.
  • Initiate ISR/payroll transactions for Graduate Student payroll
  • Prepare Distributed Graduate Aid (DGA) in SIS.
  • Prepare e-forms related to graduate student payroll.

Admissions and Other

  • Assist with student recruiting and marketing efforts including creating email announcements to students and advertising text; mails posters and flyers to other universities. Makes suggestions about marketing, admissions and outreach processes. May arrange meetings between faculty and prospective students.
  • Maintain admissions records and creates folders; files paper records as needed.
  • Schedule classroom assignments with the Registrar’s Office; schedules Bloomberg Room 361, 464 & 478.
  • Orders textbooks and desk copies for faculty; orders and distributes bluebooks.
  • May oversee Academic Affairs tasks in the absence of the Academic Program Administrator absences.
  • Provide guidance to student employee in carrying out tasks.
  • Provide administrative support for the main office such as answering phones, greeting visitors, event set-up, daily run, package receiving, distributing mail or preparing correspondence.
  • Maintain knowledge and skill in use of SIS.
  • Carry out other related duties as assigned.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED required.
  • A minimum of three years experience working in an academic setting required.

Preferred Qualifications:

  • Experience in academic program administration is strongly preferred.
  • Bachelor’s degree preferred.

Special Knowledge, Skill & Abilities:

  • Strong organizational, administrative and problem-solving skills.
  • Excellent customer service skills to interact effectively with faculty, staff, students and external customers.
  • Ability to multitask and manage multiple priorities and ability to respond quickly to changing needs and balance competing responsibilities.
  • Excellent written and oral communication skills.
  • Ability to exercise administrative judgment and assume responsibility for consequences and results of actions.
  • Knowledge and intermediate skill level of PC-based software applications such as Microsoft Office, FileMaker Pro and Site Executive.
  • Knowledge and skill in use of the Student Information System (SIS).
  • Knowledge and skill in use of SAP
  • Must have the ability to exhibit a manner of professional behavior that will promote positive interaction between co-workers and customers with the goal of increasing office productivity and improving the public image of the institution.

Classified Title: Academic Program Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.42 - $23.95/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: Physics and Astronomy
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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

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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