The Academic Program Coordinator is responsible for coordinating, facilitating and implementing academic support services and program activities for the School of Education- Educator Preparation Programs. The Academic Program Coordinator will report to an assigned program lead.
The Academic Program Coordinator will provide support on a variety of assignments requiring planning, confidentiality, internal and external communication, and in-depth understanding of the counseling program.
Specific Duties & Responsibilities:
Administrative Support: (55%)
Develops, coordinates and manages administrative and academic systems and services to support academic program activities for full-time faculty and faculty associates
Serves as initial point of contact for assigned areas of study and provides cross support for other rareas as needed; providing telephone and in-person assistance
Provides assistance with the academic and scholarly activities of full-time faculty, which includes preparation of PowerPoint presentations, basic on-line research, as directed by full time faculty, as well as additional projects as assigned
Coordinates faculty and faculty associate activities by arranging schedules, travel arrangements and necessary documents
As requested, submits travel reimbursement, through SAP
In partnership with the other academic support staff, schedules departmental events and business/professional meetings and coordinates logistic, which includes creating working agendas, negotiating terms, 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
Monitors, tracks and orders supplies, including working with the SAP supply/purchasing systems and requirements
Works through SAP to process invoices for payment and reconciles related budget items
Academic Program Support: (45%)
Generates 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
Communicates 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
Assists with completion of new hire paperwork, as needed, and timely transmits to SOE payroll for all adjunct faculty – included I-9 EVerify process
Participates in information sessions and other marketing events, as requested, representing the SOE; including sharing information with prospective students
Provides information about academic areas of emphasis to a broad range of contacts, including potential and current students, alumni, faculty, other members of the JHU community and external contacts
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, as needed
Compiles tracks and enters information (interview/dates/adviser/notes) into ISIS for new program applicants
Maintains student electronic files, including logging student contact in ISIS. 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, takes appropriate action to ensure new material is added or that content is removed or up-dated
Assists with editing and proofing the academic year catalog and course schedules under supervision of academic program administrator
Works with faculty to compile textbook information and works with Campus Operations staff to place book orders
Enters course scheduling information into ISIS, ensuring 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 ISIS data as course and/or instructor information changes
Uploads adjunct faculty CVS and syllabi to Digital Measures
Maintains a strong working knowledge of TK-20, working with faculty as needed to assist with up-loading information and running reports
Minimum Qualifications (Mandatory):
High School Diploma/GED
Three years progressively responsible 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.
Bachelor's degree preferred
Special Knowledge, Skills, and Abilities:
Strong office administration skills and knowledge of office administrative practices and policies
Knowledge of records administration
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
Excellent and professional oral and written communication skills, with ability to draft basic correspondence
Strong proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint
Comfortable working with databases, with highly accurate data entry skills
Must be highly collegial with solid interpersonal skills, a demonstrated respect for diversity and the proven ability to work with a broad spectrum of faculty, student and staff populations
Must be pro-active with the ability to multi-task and handle competing priorities
Must be able to work independently
Classified Title: Academic Program coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25- $20.51 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
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 firstname.lastname@example.org. 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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.