Sr. Academic Program Coordinator

The Department of Cognitive Science is seeking aSenior Academic Program Coordinator. This role will work closely with the Department Administrator and Directors of Graduate Studies, Graduate Admissions, and Undergraduate Studies to ensure successful academic oversight of the Cognitive Science Major, Linguistics Minor, MA in Cognitive Science, and PhD in Cognitive Science programs. This position also serves as the departmental liaison for University and Arts & Sciences-related activities, assisting with implementation of existing and new academic policies and procedures.

Specific Duties & Responsibilities:

Graduate Program

• Serve as primary contact for graduate students in the MA program (course and research tracks) and PhD program (primary and computational cognitive science tracks) from entrance to graduation.
• Coordinate timeline and preparation of bi-annual student evaluation letters.
• Monitor students’ degree progress for both programs.
• Communicate conferral deadlines and any financial implications to students and advisors to facilitate timely degree completion.
• Schedule PhD final graduate board oral (GBO) exams, coordinate defense committees in concert with dissertation advisors, and submit all required paperwork on time.
• Monitor PhD students’ timely electronic dissertation submissions; maintain department library of bound dissertation copies.
• Enforce graduate affairs and registration policies; anticipate and facilitate student status changes (i.e., residence, non-residence, leave of absence, withdrawal, termination).
• Handle sensitive and disciplinary student matters professionally, confidentially, and in accordance with university/divisional policies.
• Maintain accurate files and data on all current and past students.
• Produce data reports as needed (e.g. for grants, self-studies, etc.).

Graduate Admissions

• Ensure MA and PhD program and admissions webpages are up to date; answer applicant inquiries.
• Verify online application accuracy for both programs; initiate necessary revisions.
• Support recruiting and marketing efforts, including email campaigns and online or in-person information sessions. Expertly navigate Slate to resolve applicant technical issues, support faculty, and produce applicant reports.
• Organize application review timeline and all admissions-related meetings and activities.
• Organize complex annual recruitment event (travel, meetings, logistics, catering, A/V) with attention to detail.
• Prepare and distribute declined application notices and offer letters; process subsequent acceptances, deferrals, enrollments.
• On-board and orient new students (e.g. housing, pre-entrance health requirements, registration, parking, department facilities, student offices, library resources, etc.).
• Maintain accurate historical data on all application cycles.

Undergraduate Program

• Advise Linguistics Minors and Cognitive Science Majors of requirements, policies and procedures, support resources, etc. as appropriate.
• Serve as staff advisor of Omega Psi (Cognitive Science honor society) including, but not limited to advising on university policy/procedure, event planning, budgeting, purchasing, honors membership, etc. Evaluate graduating majors for department honors, disseminate honor cords, facilitate selection for annual student excellence award in consultation with the Director of Undergraduate Studies (DUS).
• Organize annual Commencement reception for the department.
• Support any centrally-organized open houses/events where the department is represented.
• Manage list of courses meeting focal area major requirements in consultation with DUS; publish list to students and faculty prior to each registration period; tag courses in SIS.
• Support faculty and students with online Degree Audit (degree requirement tracking); interface with the academic advising office to resolve Degree Audit and registration issues.

Course Scheduling & Catalog

• Use CourseLeaf/CLSS and SIS to add, organize, and maintain department courses for four terms per year, with attention to detail.
• Foresee and head off potential course data problems and schedule conflicts.
• Organize conflict-free departmental room and resource schedules for our courses and events as well as respond to room reservation requests with good judgement. Liaise with the Registrar, Scheduling & Events Office, and other departments when necessary to reserve rooms external to the department.
• Submit course textbook adoptions to the bookstore; coordinate with publishers for desk/exam copies for instructors and TAs.
• Update annual academic catalog entries for all four programs using e-Next Catalog.
• Coordinate with faculty to submit missing or incorrect grades after the grading period closes.

Alumni

• Maintain alumni network and listserv.
• Routinely update and maintain alumni databases. Survey alumni as needed. Produce reports upon request (e.g. for grants, self-studies).
• Maintain alumni webpages.
• Organize sporadic alumni events.

General Department Roles

• Advise Administrative Manager on academic issues.
• Represent the department at academic meetings within the School of Arts & Sciences and the University (committee and workgroups, for example).
• Work within the department and collaborate with other departments to encourage the sharing of facilities and resources to increase productivity
• Participate in professional development opportunities.
• Serve as primary department website (WordPress) editor keeping updated announcements, events, webpages, etc. as well as monitoring for opportunities to feature content, increase interest, and respond to departmental needs.
• Support faculty with maintenance of faculty/lab webpages (i.e. update research descriptions, graphics, lab members, etc.).
• Maintain active department social media presence.
• Manage departmental email listservs. Moderate (screen) emails to select lists.
• Oversee development of any new program proposals and subsequent internal and external processing.
• Coordinate events for academic program activities as assigned.
• Manage upkeep of department classrooms.
• Provide guidance to student employees in carrying out tasks.
• Support Colloquium speaker series.
• Other duties as assigned by Chair, Directors of Graduate and Undergraduate Programs and Department Administrator.

Minimum Qualifications (Mandatory):

• High School Diploma/GED.
• Five years progressively responsible administrative/academic 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.

Preferred Qualifications:

• Experience in academic administration.
• Bachelor’s Degree.

Special Knowledge, Skills & Abilities:

• Excellent interpersonal skills with commitment to academic success of students.
• Excellent time management skills with attention to detail.
• Excellent organizational and computer skills with ability to multi-task under pressure of deadlines.
• Ability to work effectively in multi-cultural setting.
• Excellent oral, written, and interpersonal communication skills.
• Must be team-oriented with ability to work independently, maintain flexibility and exercise sound judgment.
• Ability to effectively learn, utilize and implement online systems and databases required for information sharing and record keeping among University officials.
• Proficient in PC-based software applications including MS Word, MS Excel, MS Outlook, Adobe.
• Experience with web-editing applications (e.g. WordPress) is desirable.
• Familiarity with – or ability to quickly adopt – applications such as Zoom, MS Teams, Blackboard, Canvas, OneDrive, Panopto is desirable.
• Familiarity with Facebook and/or Twitter is desirable.

Classified Title: Sr. Academic Program Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F 37.5
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: Cognitive Science
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. 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 campus. 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.

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