Sr. Academic Program Coordinator

Specific Duties & Responsibilities:

Academic Program Support (60%):

Coordinates admissions for the BS/MS program. May update application status in Slate as instructed by the Academic Administrator. Tracks completion of degree requirements and completes graduation paperwork for BS/MS Program. Coordinates admissions, lab placement, and onboarding of summer students. Coordinates admissions of visiting high school and undergraduate students. Compiles criteria for the undergraduate honors and graduation awards. Responsible for department course production in SIS, including assigning rooms for courses and exams. Submits course change and grade change forms to the registrar on behalf of faculty and students. Arrange speakers and course dates for Current Topics in Biosciences and Progress Reports. Update program handbooks and other materials as instructed by the Academic Administrator. Consult with the Director of Undergraduate students and BS/MS program directors to advise students on academic requirements. Coordinates GBO (Graduate Board Oral) exams, thesis defense committees, rotation talks, and progress reports. Provide students defending their thesis with graduation applications and information about preparing their manuscripts for publication. Routes program forms to students and faculty for completion and files upon completion. Assists the academic administrator with handling sensitive student issues and helps facilitate the resolution of student inquiries and problems. Ensure communications to the faculty advisor and committee members are accurate and professional.
• Attend department and University-sponsored training to increase knowledge, improve skills, and learn new skills. 
• Assist with student recruiting by ordering advertisement materials used at conferences. Help arrange meetings between faculty and prospective students. Arrange reimbursements for travel for recruitment weekend. Help set up car service and hotel accommodations for recruitment weekend.
• Aid Academic Administrator with issuing Distributed Graduate Aid (DGA) in SIS
• Enters and proofreads all data entered into ISIS and reports from student feedback sessions to ensure accuracy within established deadlines. Produces and proofreads for accuracy of all publications, including emails, flyers, and posters.
• Organize admissions files and documents and send them to committees to review for the Master’s and Ph.D. programs and the summer program.
• Send out informational documents, acceptance, and rejection materials.
• Assign faculty advisee
• Maintain admissions records and creates folders; Files paper records as needed.
• Schedule classroom assignments for courses with the Registrar’s Office.
• May oversee Academic Affairs tasks in the absence of the Academic Program Administrator.
• Assist faculty with textbook orders
• Maintain knowledge and skill in the use of ISIS.
• Coordinates travel for prospective graduate students.

Assist the academic administrator with the following annual special events: Retreat, recruitment weekend, hooding ceremony, and undergraduate awards ceremony. Independently coordinates Master’s thesis presentations, Master luncheon, TriBeta events, poster sessions, and undergraduate events such as handing out t-shirts and exam treats. Coordinate open house sessions (graduate and undergraduate), including developing and producing information packets and materials and organizing the schedule; arranging catering, hotel accommodations, and reimbursement for attendees; reserve room and A/V equipment; prepare handouts. Interacts directly with potential students and parents about the program and provides them with information. Coordinates special events for the summer program, including lunches and outings. Arrangements for events are carried out in compliance with the event’s planning timelines. Assist with event set-up. Serve as the recorder at the annual Major’s Feedback Sessions. Communicates information to the department and students about special events in a timely and accurate manner; notifies the Academic Program Administrator immediately of any unexpected changes to an event’s plan.

Enter new student records and update existing records in the department FileMaker Pro database with accuracy and promptly. Some of these updates include: adding classes taken, grades, advisors, committee members, defense dates, and alumni information. Generate reports for the faculty and administration as needed and promptly. Ensures all admissions and student files are up to date, complete and accurate, both paper and electronic; student information is entered into the FileMaker Pro database quickly and carefully proofread for accuracy.

Finance (5%):

• Process student reimbursements related to academic operations (orientation activities, recruitment activities, student groups activities, rotation presentations). 
• Prepares budgets for undergraduate & master’s program activities.
• Initiate procurement card purchases (Academic Affairs small dollar / regularly consumed supplies/services) following University Purchasing Policy, Procurement Card Training and training materials, the Cardholder Agreement, and any other specific internal requirements. Maintain supporting documentation for all transactions.

Other:

• Carry out other related duties as assigned. 
• Provide administrative support for the main office, such as answering phones, greeting visitors, receiving packages, distributing mail, or preparing correspondence.
• Manage JHU Biology Department website, departmental pages, social media, and event pages.
• Ensures outreach information is accurately posted and maintained on various social networks.

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.

• Bachelor's Degree preferred.
Experience in academic program administration is strongly preferred.

Special Knowledge, Skills & 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 and FileMaker Pro. Knowledge and skill in using the Student Information System (SIS). Ability to monitor, post, and reply on social networks to assist with online outreach and promotion using Facebook, LinkedIn, Twitter, etc. Must have the ability to exhibit a professional behavior that will promote positive interaction between co-workers and customers to increase office productivity and improve the institution's public image.