Counseling and Educational Studies is seeking an Academic Program Coordinator who is responsible for strategically coordinating, facilitating and implementing academic support services and program activities. Responsibilities include but are not limited to program coordination, calendaring, academic support, special projects, data compilation and analysis, responding to or referring student inquiries, advising and counseling students, faculty assistance, processing invoices, tracking expenditures, assisting with marketing events, reconciliation, preparation of documents and presentations and electronic and paper records control.
The Academic Program Coordinator reports to the Department Chair, Program Director, Lead or designee.
Specific Duties & Responsibilities:
Academic Program Support (70%)
Generate faculty associate contracts and follows established procedure to route for approval. Up-dates ISIS and generates revised contracts as course and/or instructor information changes.
Communicate with faculty associates. Responds to and/or refers inquiries from faculty and faculty associates on a broad range of matters including courses, procedures/policy, students and payroll.
Assist with completion of new hire paperwork, as needed, and transmits to SOE Payroll for all adjunct faculty ing the I-9 EVerify process.
Represent SOE at information sessions and other marketing events, as requested, including sharing information with prospective students.
Provide information about academic programs to a broad range of contacts, including potential and current students, alumni, faculty, other members of the JHU community and external contacts.
Assist in the admissions process-route the application in SLATE to faculty for review. Receive then back to send an admit/denial notification. Sets up interviews if needed. Works closely with incoming students to provide an overview of electronic resources, key essential communication venues and quizzes needed to be done before accessing a class.
Provide information and assistance to prospective and current students about admissions criteria, program requirements, course content and schedules and registrations (assists 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.
Work closely with incoming students to provide an overview of electronic resources and key essential communication venues.
Work with Student Accounts, Financial Aid and/or Registration to research and resolve student inquiry issues and grant applications to applicable students.
Schedule student advising appointments, with faculty, if needed.
Compiles, tracks and enters information (interview/dates/adviser/notes) into ISIS for new program applicants; schedules admission interviews as needed
Maintain 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 advising/teaching/counseling records.
Provide administrative support to full-time and part-time faculty in the areas of syllabi construction and distribution, Internet research, textbook selections and orders, course assignments and evaluations as needed
Monitor content for web and other electronic communication systems and takes appropriate action to ensure new material is added or that dated content is removed or up-dated.
Assist with editing and proofing the academic year catalog and course schedules under supervision of program leadership
Work with faculty to compile textbook information and place book orders.
Assists program lead in planning and coordinating the course schedule for the academic year and enters course scheduling information into SIS, insuring timely and accurate data entry . Assign faculty to teach courses in SIS, determine projected enrollment numbers for budget purposes.
Monitor course enrollments and any changes in assigned faculty, up-dates ISIS data as course and/or instructor information changes.
Upload adjunct faculty CV's and syllabi to electronic drive.
Recommend and implement new policies and/or update existing policies. Advise faculty in regarding to student/academic policy changes.
Conduct an in-depth analysis regarding student progress in courses and faculty compliance with grade entry-as requested.
Maintain strong partnership while working with faculty and staff
Coordinate and assist with student orientation and/or graduation
Responsible for duplication of course and other program materials for the academic area of emphasis, as needed.
Administrative Support (30%)
Develops, coordinates and manages administrative and academic systems and services to support academic program activities for full-time faculty and adjuncts.
Serves as a first point of contact for assigned areas of study and provides cross support for other areas as needed; providing telephone, email and in-person assistance. Triages calls and emails for response and referral and takes messages, as appropriate.
Assist with the academic and scholarly activities of full-time and part-time faculty. Includes preparation of PowerPoint presentations, schedule meetings, run reports, basic on-line research as directed by full time faculty as well as additional projects as assigned.
Coordinate faculty and adjuncts activities by arranging schedules, travel arrangements and documents.
As requested, submits travel reimbursement requests, on behalf of faculty, grants, staff and students, through SAP-as requested.
In partnership with the other academic support staff, schedules departmental events and business/professional meetings and coordinates logistics. Includes creating working agendas, negotiating terms, ordering meals, room reservations, equipment, coordinating schedules, speakers and invitations.
Prepare correspondence as drafted by faculty and also creates basic original correspondence in response to letters and emails.
Prepare reports using Microsoft Office (e.g., Word and Excel), as needed and assigned
Develop and maintains secure electronic and paper records systems; including those for confidential student records.
Monitor, track and order supplies, including working with the SAP supply/purchasing systems and requirements.
Works through SAP to process invoices for payment and reconciles related budget items as well as work to ensure that vendors are set up in SAP (as needed), and completes processing of P-Card and travel processing.
Participate in SOE committee or special projects as requested.
Track program certification compliance.
Level of Independent Decision Making:
This position exercises a high-level of independent judgement in carrying out all responsibilities.
The position requires an ability to identify creative solutions to resolve problems and increase work efficiency.
On a regular and continuous basis exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, programs, costs and/or quality of service.
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.
Internal & External Contacts
Staff (including other academic program and operations staff and Finance, HR, Payroll, Marketing, Alumni Relations and Enrollment Management staff)
Prospective and Current Students
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 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.
Special Knowledge, Skills & Abilities:
High degree of professionalism, confidentiality, initiative tact and independent judgement.
Ability to maintain a large scope of complex programs.
Basic knowledge of academic budgets and processes
Strong verbal and written communication skills, with the ability to communicate effectively at all levels within the organization and draft logical and well-written electronic and traditional forms of correspondence, meeting documents and reports.
Strong office administration skills and knowledge of office administrative practices and policies.
Strong meeting planning and logistics management skills.
Knowledge of SAP SIS, SLATE and the ability to work with a variety of databases and technology (i.e. Blackboard, 123 Sign-up, Zoom, etc).
Knowledge of records administration and privacy related to student information (i.e. FERPA).
Knowledge of academic support or ability to quickly gain proficiency.
Knowledge of JHU data systems or ability to quickly learn and proficiently use such systems.
Strong proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint, Adobe.
Comfortable working with databases, with highly accurate data entry skills.
Solid interpersonal skills, a demonstrated respect for diversity and the proven ability to work with a broad spectrum of faculty, student and staff populations.
Pro-active with the ability to multi-task and handle competing priorities.
Able to work independently.
Strong analytical and problem-solving skills. The ability to determine the information necessary to research and /or resolve a problem, identify and collect information, report on and make recommendations and/or take appropriate action.
Ability to maintain and manage complex calendars, including making decision regarding appointment priorities.
Other programmatic and School-wide duties as assigned.
Classified Title: Academic Program Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $20.51 - $24.80/hr (commensurate with experience) Employee group: Full Time Schedule: 37.5/ Monday - Friday Exempt Status: Non-Exempt Location: Hybrid Department name: Counseling Personnel area: School of Education
The successful candidate(s) for this position will be subject to a pre-employment background check.
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