The Administrative Program Coordinator provides administration and management for hybrid and online degree programs at the Johns Hopkins University School of Medicine (JHUSOM) in the Office of Online Education (OOE). Under the leadership of OOE Director, and in coordination with the JHUSOM Administrator for Education, the Administrative Program Coordinator will develop, organize, document, upkeep, and implement processes, procedures, and systems related to the administration of the academic programs as well as curriculum documents and resources for these efforts. The incumbent is expected to execute the varied duties and responsibilities independently, with minimal supervision.
As a secondary responsibility and as time permits, the Administrative Program Coordinator will support the Administrator for Education on other budget and finance activities for the Office of the Vice Dean for Education.
The position will report to the Director of Online Education and will work closely with the Office of Online Education staff, Johns Hopkins faculty and staff, students, vendors, and others. The position supervises the .4 FTE Administrative Coordinator.
Specific Duties & Responsibilities
Responsibilities include, but are not limited to, the following:
Manage the development, organization, documentation, upkeep, and implementation of the programs’ processes, procedures, and systems, including documents/publications, budgets, reports, orientations, and special events.
With the director, develop and implement business plan for online or hybrid courses, including the sharing of costs and revenues with internal or external collaborators.
Develop tools for financial forecasting and trend analysis to assist in planning for new education programs.
Work with program directors and others to develop accreditation documents.
Serve as primary point of contact for program communication to internal and external audiences, including students.
Represent the program(s) to key stakeholder groups, including university leadership, program faculty, Executive Committees, as well as external departmental staff and faculty and collaborators.
Develop and manage annual OOE budgets, including variance analysis.
Participate in the coordination and implementation of multiple complex projects.
Work with multiple and varied groups of stakeholders in order to obtain and/or disseminate information, as well as develop and document processes and procedures.
Compose content for and design/produce program-related publications, announcements, agendas, documentation, and marketing materials.
Maintain program content on websites, print media, and university catalogs.
Organize and lead administrative meetings (in-person and virtual) to monitor program progress and ensure consistent communication across all functional units.
Respond to program-related inquiries and questions via e-mail, phone, and in-person, as appropriate.
Provide data, guidance, and support to program faculty as needed.
Collect, organize, and analyze data for monitoring and evaluating programs, and produce reports and recommendations as requested for leadership review.
Manage or oversee A/P and A/R for OOE, to include creating and submitting invoices, processing payment requests and expenses reimbursements, and ordering/procurement.
Supervise the OOE Administrative Coordinator, to including setting expectations, assigning tasks, motivating staff, and evaluating performance.
Plan and manage program-related special events, including, but not limited to, student orientations, career development meetings, annual program retreats, conferences, seminars, etc.
Identify opportunities to update existing program resources and documents, as well as develop new ones.
Coordinate recruitment and selection efforts and act as programmatic liaison in conjunction with the Admissions Office as appropriate for new cohorts.
Maintain confidentiality and accuracy of sensitive records/transcripts/files.
Perform other duties of a similar nature or level as required, for the OOE or other parts of the Office of the Vice Dean for Education.
Minimum Qualifications (Required)
Bachelor’s degree in Education, Business, Finance, or related field, Three (3) years related experience.
Additional experience may substitute for some education, and some additional education may substitute for some 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. Additional related experience may substitute for the 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. *
Master’s degree in Education or Business.
Supervisory experience strongly preferred.
Experience in academic program administration.
Knowledge of academic program development, and corresponding program management and administrative functions.
Knowledge of SAP accounting system.
Experience working with video communication systems, content management systems, or experience management systems preferred.
Special Knowledge, Skills, and Abilities
Excellent written and oral communication skills.
Strong attention to detail and highly organized.
Proficiency with MS Office Suite software including Outlook, Word, Excel, Access, and PowerPoint.
Skilled in time-management and managing multiple projects.
Strong meeting planning and logistics management skills.
Ability to use academic databases and admissions systems.
Ability to exercise independent judgement.
Ability to manage, organize, analyze, and create reports from datasets.
Ability to work well with students, faculty, academic leadership, and other staff, interacting in a helpful, friendly, and professional manner.
Ability to creatively problem solve.
Demonstrated experience developing academic publications and documents, marketing materials, brochures, and catalogs.
Demonstrated experience planning in coordination and collaboration with internal and external stakeholders.
Knowledge of academic program administration and management, student advising, special event management, and corresponding academic administrative functions and duties.
Classified Title: Administrative Program Coordinator Working Title: Online Education Administrative Program Coordinator Role/Level/Range: ATP/03/PC Starting Salary Range: $50,700 - $69,780 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday 8:30.am-5:00p.m/ 37.5 hrs per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10003320-SOM Admin Registrar General Admin 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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