The Academic Program Assistant functions to support the activities and programs of the Biochemistry, Cellular and Molecular Biology program. As the program evolves, the Academic Program Assistant is expected to be flexible enough to help the office meet the changing needs of students and faculty.
Specific Duties & Responsibilities
Office receptionist- includes welcoming visitors and providing information when possible
Runs errands to faculty, registrar's office and other administrative offices as needed
Purchase office supplies and scout new vendors as needed
Office copying, maintain FedEx account and deal with office mail
Maintains service contracts for office equipment [photocopier, fax machine, etc.]
Offers student support and faculty assistance as needed
Keep calendars for conference room and for the office
File student information
Order food/refreshments for program events/classes
Schedule rooms for program events/classe , and facilitate setup and cleanup
Create and post flyers for program events
Pay vendors through SAP
Act as liaison with housekeeping staff
The major program activities where assistance is required are as follows:
Recruiting & Admissions:
Assist Admissions Coordinator with the tasks related to recruiting graduate students:
Prepare welcome & recruiting packages
Assist with lodging and transportation arrangements for visiting candidates
Assist with planning poster sessions and social events for visiting candidates
Submit and track non-employee expense reports for visiting candidates
Process reimbursements for current students
Collaborate with BCMB faculty to finalize the retreat schedule and program
Secure contracts with all vendors (retreat venue, transportation company, etc.) and scout for new venues as needed
Administer pre-registration of faculty and students, and a satisfaction survey
Facilitate abstract submission and selection of speakers
Facilitate travel plans and lodging for the visiting keynote speaker
Organize and facilitate all retreat events on-site
Put together the retreat program booklet
Maintain instructions for recording lectures and train students on how to use the camera
Organize and publicize the bi-annual rotation presentations
BCMB Core Discussion: Acquire weekly discussion paper from faculty leaders and distribute to students; Prepare attendance and evaluation sheets
Collect all material from the BCMB-required courses and make available to students as needed.
Assist the directors of two BCMB-run courses with organizing course material and scheduling sessions.
Facilitate course registration for all students.
Put together orientation packets for incoming students
Put together and submit building access requests for incoming students
Create calendar with first year courses
Organize faculty talks to first year students and student rotation presentations
Handle graduate paperwork and deliver to registrar
Submit DBO forms to be certified by the Registrar Office
Email student proposals and exam instructions and reminders to faculty
Put together information packets for the oral exam committees
Return completed DBO forms to the Registrar's Office and facilitate follow-up when needed
BCMB web site:
Maintain and update the website content, including student and alumni pages, newsfeed, student accomplishments, events, and resources
Create new web content as needed, including new web pages, alumni search terms, and faculty keywords
Assist Admissions Coordinator with maintaining and updating the Admissions page and the faculty pages
Work with hosting company to implement changes, as needed.
Maintain a BCMB website manual
Maintain contact lists for faculty, student, and alumni
Maintain academic information in program databases, including scanning and uploading student records.
Maintain Alumni Database with information on career trajectories
Maintain an up-to-date list of student publications
Assist in distribution of surveys to current students, graduates and faculty
Collate and summarize survey data, as needed
Assist in compiling information on faculty participation
High School Diploma or GED required.
Two (2) years related work experience.
Additional education may substitute for experience, to the extent permitted by the * 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. *
Special Knowledge, Skills, and Abilities
Excellent organizational skills, ability to work with students/faculty, flexible, pleasant attitude, ability to operate a personal computer & word processing and spreadsheet software and electronic calendars and mail, the ability to perform multiple tasks independently with minimal supervision, knowledge of graduate program events & activities.
Experience with Website design and SharePoint is preferred.
Classified Title: Academic Program Assistant Working Title: Academic Program Assistant Role/Level/Range: ATO 40/E/02/OD Starting Hourly Pay Rate Range: $17.25 - $23.71 / Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30a.m - 5:00p.m/ 40 hours per week Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002750-SOM Bas Sci Inst Basic Biomed Sciences Personnel area: School of Medicine
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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