Classified Title: Academic Program Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 to $23.72 per hour Employee group: Full Time Schedule: Monday through Friday Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60003332-Educator Preparation Programs Personnel area: School of Education
This highly visible position serves as the academic program coordinator for the Urban Teachers program area and provides administrative support for the Vice Dean, Academic Affairs.
The Coordinator will provide support through a variety of assignments requiring planning, confidentiality, internal and external communication, an in-depth understanding of the school and its programs, and excellent computer skills.
The Academic Program Coordinator is responsible for coordinating, facilitating and implementing academic support services and program activities. Responsibilities include office administration, calendaring, academic support, special projects, data compilation and analysis, responding to or referring student inquiries, faculty assistance, processing invoices, tracking expenditures, assisting with marketing events, reconciliation, preparation of documents and presentations and records management.
Responsibilities also include ensuring the smooth and efficient administrative operations, developing record keeping systems, managing the Vice Dean’s calendar for internal and external invitations, meeting planning and logistics, coordinating the office services and managing supply inventory. Responsibilities also include identifying, compiling, preparing and distributing needed meeting materials, drafting original correspondence, report development and preparation, processing travel expenditures and invoices and tracking expenditures against budget.
Specific Duties & Responsibilities:
I. Program Coordinator for Urban Teachers
Develops, coordinates and manages administrative and academic systems and services to support academic program activities for full-time faculty and faculty associates.
Serves as a first point of contact for assigned areas of study and provides cross support for other areas as needed; providing telephone and in-person assistance. Triages calls for response and referral and takes messages, as appropriate.
In partnership with the other academic support staff, schedules departmental events and business/professional meetings and coordinates logistics. Includes creating working agendas, ordering meals, room reservations, equipment, coordinating schedules and invitations.
Responsible for duplication of course and other program materials for the academic area of emphasis, as needed.
Prepares correspondence as drafted by faculty and creates basic original correspondence in response to letters and emails.
Prepares reports using Microsoft Office (e.g., Word and Excel), as needed and assigned.
Develops and maintains secure electronic and paper records systems; including those for confidential student records.
Communicates with faculty associates. Responds to and/or refers inquiries from faculty and adjunct faculty on a broad range of matters including courses, procedures/policy, and students.
Provides information and assistance to prospective and current students about admissions criteria, program requirements, course content and schedules and registrations (assist students with course selections and canceled courses); triages, conducts basic research, and refers issues involving academic and grading problems; and provides information and assists and refers students with inquiries regarding graduation requirements.
Works with Student Accounts, Financial Aid and/or Registration to research and resolve student inquiry issues.
Schedules student-advising appointments, with faculty, if needed.
Compiles tracks and enters information (interview/dates/adviser/notes) into SIS for new program applicants.
Maintains student electronic files, including logging student contact in SIS. Prepares files for archiving at appropriate intervals, following established procedures. Creates new files for incoming students.
Maintains and ensures security of confidential student records; including admissions, course information and any coaching/teaching/counseling records.
Provides administrative support to full-time faculty in the areas of syllabi construction and distribution, Internet research, textbook selections and orders, course assignments and evaluations.
Monitors web and other electronic communication systems content and takes appropriate action to ensure new material is added or that dated content is removed or up-dated.
Works with faculty to compile textbook information and works with Campus Operations staff to place book orders.
Enters course scheduling information into SIS, insuring timely and accurate data entry and as directed, by the academic program administrator, assists in planning and coordinating course schedules for the academic year.
Monitors course enrollments and any changes in assigned faculty, up-dates SIS data as course and/or instructor information changes.
Assists with coordination of with the coordination of hiring of full time and adjunct hiring for the UT program; including, scheduling interviews, scheduling search committee meetings and sharing information and a first screen of applicants to ensure that minimum basic qualifications are present.
II. Administrative Coordination for the Office the Vice Dean, Academic Affairs
Serves as a key point of contact for the Vice Dean’s office. Exercises independent judgment and discretion to respond to inquiries from across the JHU community at all organizational levels, the School (students, staff, faculty), and the external community.
Manages the Vice Dean’s complex calendar for internal and external invitations and appointments. Resolves scheduling conflicts, prioritizes requests, confirms and tracks event or meeting details.
Coordinates academic and administrative committees, including scheduling, invitations, meeting logistics, preparing and distributing materials for the meetings and taking, preparing and distributing minutes from the meetings, as assigned.
Planning and coordinating special events initiatives, including identifying venues, selecting and negotiating catering arrangements, coordinating attendance, room logistics, and preparation of materials and working one on one with special guests.
Develops implements and manages administrative systems, policies, and procedures to ensure the smooth effective operation of the Vice Dean’s office. Analyzes operating procedures, systems, forms control, and recommends or makes changes where appropriate to enhance administrative operations.
Develops implements and manages confidential paper and electronic record keeping systems for academic and administrative information.
Prepares letters, materials, presentations and spreadsheets as requested.
Provides project assistance for the Vice Dean, Academic Affairs
Timely processes travel and expense reimbursement requests through JHU systems.
III. Level of Independent Decision Making
This position exercises independent judgment in carrying out all elements of responsibility, including responding to telephone, in-person and email inquiries from a broad range of constituents and in conducting research for resolution of a broad range of administrative matters.
Exchanges non-routine information using tact and persuasion, requiring good oral and written communication skills. Regular communication with individuals and groups across the School and University and with external constituents.
IV. Internal and External Contacts
SOE Deans, Faculty, Administrators and Staff
JHU Leadership, Administrators, Faculty, Staff ( all organizational levels)
Key external contacts for the Office of the Dean
Minimum Qualifications (Mandatory):
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. Additional related experience may substitute for required education on the same basis. 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 is strongly preferred.
Special Knowledge, Skills, and Abilities:
Requires a high degree of professionalism, confidentiality, initiative and tact and mature and independent judgment.
Strong verbal and written communication skills; with the ability to communicate effectively at all organizational levels and to draft logical and well-written electronic and traditional forms of correspondence, meeting documents/minutes, and reports.
Strong knowledge of office administration, including the ability to develop and maintain effective record keeping systems, effective scheduling and administrative support services.
Strong meeting planning and logistics management skills.
Ability to maintain and manage a complex calendars, including making decisions regarding appointment priorities.
Strong MS Office Suite skills – including Word, Excel, PowerPoint. Extensive and advanced knowledge of Microsoft Office software. Requires advanced proficiency with Excel.
Strong knowledge and high degree of comfort working with databases.
Knowledge of SAP or ability to learn SAP, quickly.
Exceptional organizational skills, with the ability to work independently and prioritize work effectively and within established deadlines and timeframes, with the ability to remain calm and respond quickly to changing needs and to balance competing responsibilities.
Must be analytical with excellent 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 be comfortable working with numbers, detail oriented and able to complete work independently with a high degree of accuracy.
Must be collaborative with excellent interpersonal and client services skills and the ability to work with a diverse constituency and build solid working relationships across the School and University.
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 email@example.com. 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.
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