Sr. Academic Program Coordinator

We are seeking a Senior Academic Program Coordinator who provides academic program coordination and overall academic program support to the English Department. This includes working with the Department Chair, Director of Graduate Studies, Director of Undergraduate Studies, faculty, graduate students, and the Department’s Administrative Manager. Also serves as the advisor to English undergraduate minors.

Specific Duties & Responsibilities:

Course Scheduling & Management

• Coordinate course scheduling; plan graduate and undergraduate Fall, Spring, Intersession, and Summer course schedules
• Add courses in CLSS
• Assist with applications for student-taught courses
• Maintain computer file of English Department courses
• Coordinate course schedules with Director of Undergraduate Studies, Director of Graduate Studies, and Department Chair
• Make recommendations for balancing courses and meeting curricular needs
• Work with Registrar’s Office for course schedules, room schedules, gradechanges, room changes

Administrative

• Coordinate and maintain files for faculty searches; prepare affirmative action reports for Chair; handle some communications with external candidates; schedule job talks
• Serve as liaison to Registrar’s Office, Academic Advising, Graduate Admissions, Graduate Board, Dean’s office, other academic departments, Student Accounts, MSE Library, OISSS, institutional data office
• Assist the chair and faculty as needed
• Assist with orienting new faculty to department
• Hire, evaluate, and coordinate tasks and training for student employees
• Update, maintain, and help design calendar and web page information (WordPress)
• Compose memos and e-mails for department and university deadlines/meetings
• Provide support for Manager and manage office, solve problems, assume duties in her absence
• Maintain room schedules (online calendaring system), address and phone lists, emergency contact information
• Assist in special events planning: receptions, open houses for accepted undergraduates, Open House for freshmen, Fall Department party, and March prospective graduate students’ reception
• Serve as cardholder for department procurement card; keep track of all credit card expenses and reconcile charges in payment.net system; review all card charges
• Coordinate and order all catering for department functions

Graduate Program Coordination

• Maintain students’ academic files and faculty evaluations
• Set up dissertation defense committees, schedule foreign language exams, oral exams, Journal Club talks
• Plan orientation for new students
• Advise students on program choices, choosing advisors, teaching opportunities, job applications
• Oversee application process for Dean’s Teaching Fellowships, department teaching, and funding applications
• Set up and assist with dossier service for graduate students on the job market (Interfolio)
• Update and help design graduate program web page, as resource for both current and prospective students
• Edit, design, and update graduate handbook
• Set up faculty evaluation meetings
• Coordinate and recommend Teaching Assistant assignments to Director of Graduate Studies and Chair
• Compile summary reports on graduate students for faculty evaluation meetings
• Compile KSAS progress report forms
• Advise DGS of potential graduate student problems
• Assist in planning and finding funding for advanced graduate students
• Liaison with non-resident and leave of absence students

Graduate & Admissions Recruitment

• Respond to English PhD program inquiries; process graduate applications
• Use Slate on-line application system
• Organize and plan visits of prospective graduate students (hosts, appointments with faculty, seminars, reception, talk, lunches, tours)
• Advise prospective graduate and undergraduate students on programs of study, courses, fellowships, etc.

Undergraduate Program Coordination & Advising

• Plan Open House in September for freshmen and prospective undergrad students
• Respond to inquiries from prospective undergraduates during admissions and recruitment phases
• Handle undergraduate issues with course choices
• Advise student coordinator on the planning and feasibility of proposed undergraduate English Club initiatives and events
• Maintain e-mail list and contact with English majors and minors
• Advise DUS of potential undergraduate student problems
• Assist in assigning English majors when faculty are on leave
• Coordinate TA orientation for second-year grad students
• Serve as advisor for English minors

Minimum Qualifications (Mandatory):

• High School Diploma/GED
• Five years progressively responsible administrative experience
• Additional education may substitute for required experience
• Proficiency with MS Office Suite including Word, Excel and Outlook

* 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:

• Bachelor’s Degree
• Prior experience in higher education

Special Knowledge, Skills & Abilities:

• Comprehensive knowledge of and experience with SIS, Slate, Interfolio, One Drive
• Knowledge of which individuals to contact in the Registrar’s Office, Graduate Affairs and Admissions, the Graduate Board, Interfolio and Human Resources
• Knowledge of and proficiency in the use of MS Office Suite software including Word, Outlook and Excel for corresponding, information storage, and presentation
• Knowledge of graduate and undergraduate academic programs, academic program coordination, and corresponding administrative functions
• Ability to learn new systems as they are introduced
• Must be collaborative with excellent interpersonal skills and the ability to build solid working relationships across the School and University
• Must be analytical with strong problem solving and critical thinking skills
• Must have the ability to determine the information necessary to research and /or resolve the problem, to identify and collect information, to report on and make recommendations and/or to take appropriate action
• Must have strong program and event planning and logistics skills
• Must have demonstrated ability to communicate effectively both orally and in writing
• Must have capacity to attend carefully to details and strong organizational skills
• Must have proven ability to assess priorities, with the ability to respond quickly to changing needs and to balance competing responsibilities
• Must have strong decision-making skills
• Must be able to manage multiple projects simultaneously
• Must be able to work autonomously

Level of Independent Decision Making:

• Medium

Physical Requirements:

• Must be able to sit or stand at a computer
• Must be able to lift or carry 15 pounds

Supervisory Responsibility:

• 1 Undergraduate Office Assistant (approx. 8 hours per week)

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, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: ​​​​​​​Hybrid/Homewood Campus
Department name: ​​​​​​​English
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 at jhurecruitment@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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