Department: Hopkins-Nanjing Center Washington Office
Employee group: Full-time
Employee Subgroup: Non-Exempt
Personnel Area (School): School of Advanced International Studies (SAIS)
Location: Washington, DC 20036 - Dupont Circle area
To perform a wide range of administrative duties, focusing primarily on the Hopkins-Nanjing Center. The Program Coordinator will be involved in the recruitment and support of American and international students for graduate study in Nanjing, China. Manages general inquiries to the HNC email account, as well as the processing of all requests for the Chinese Proficiency test required of all applicants. Serves as part of the admissions committee in reviewing and assessing applications. This position also performs business duties including budgeting; reimbursements; contractor and vendor payments; honorariums; travel authorization requests, and reviewing monthly financial reports.
Key Responsibilities and Duties include by are not limited to the following:
Admissions and Recruitment
Manages the Hopkins-Nanjing Center general email account, advising students on differences between programs and student life in Nanjing
Responsible for tracking and processing all Chinese Language Proficiency test requests
Conducts fall recruitment travel to universities throughout the US and Canada over a period of roughly 4-6 weeks. Responsible for arranging all travel logistics (flights, rental cars, hotels) within the designated recruiting budget, and for maintaining regular and follow-up correspondence with key individuals at each university. Conducts Chinese language class visits, hosts information sessions, and schedules individual appointments with students at each assigned university. Compose a review of each university visited, including student attendance, key faculty and administrative support and suggestions for future visits. Send timely follow-up correspondence to students, faculty and administrative staff following university visits.
Hosts general Hopkins-Nanjing Center virtual information sessions throughout the year, and is point of contact for prospective student visitors to the HNC Washington Office
Correspond regularly with HNC applicants throughout the fall regarding application requirements, and submitting complete applications.
Read and evaluate applications to all Hopkins-Nanjing Center programs, as well as assist the SAIS DC Admissions Office in the evaluation of applications for the MA program offered in Washington, DC.
Serve as a member of the Hopkins-Nanjing Center admissions committee to discuss individual applicants and issue official admissions decisions and serve as a member of the financial aid committee to award fellowship funding to admitted students based on merit and need
Serve as key point of contact for the SAIS-Tsinghua dual degree application process. Conduct joint virtual information sessions with counterpart in Beijing, and review applications in coordination with the SAIS DC Admissions Office.
Read and evaluate Nanjing Scholar applications in the fall for visiting students or scholars from the HNC or Nanjing University to spend a semester or an academic year in DC or SAIS Europe. Schedules mid-semester and end of year check-in meetings with scholars
Business and Finance Operations
Submit and monitor travel reimbursements for HNC staff and faculty, visiting lecturers, contractors and guests. Communicate reimbursement guidelines to relevant parties.
Track research fund payments, shipping allowances, and contractual airfare payments to HNC staff and faculty
Ensure HNC/SAIS China business transactions are in compliance with institutional standards
Review expense reports for HNC/SAIS China accounts and reconciles discrepancies
Initiate fellowship and stipend payments to recipients of named scholarship funds.
Prepare pre-departure materials for incoming HNC students and DC-based services for students studying at the Hopkins Nanjing Center, as well as for former HNC students transitioning to SAIS-DC to continue studying for an MA degree (the “HNC Certificate/SAIS MA” students.) In this capacity, the position will work closely with SAIS Registrar, SAIS Office of Academic Affairs, SAIS Office of Financial Aid, and staff at the Hopkins-Nanjing Center.
Ensure that the HNC student academic requirements are clear and updated, track the enrllment of HNC Certificate/SAIS MA students in DC, ensure student transcripts and records are accurate and up to date, and answer student questions in a timely way.
Prepare statistical reprts as well as various ad-hoc reports on a regular basis.
Correspond with current students and liaise with the Business Office to ensure billing accuracy
Work with the SAIS registrar’s office to ensure that all current students have correct registration status, including managing transfers, withdrawals, and out-of-sequence students
Provide counseling to incoming students regarding visa requirements, meeting conditional admission requirements, relocation information, check-in, and orientation
Liaise with staff in Nanjing regarding current requirements for student visa applications, and the gathering of pertinent information for the production of visa-related documents
Oversees logistics for major SAIS China events such as the annual Lunar New Year Event & Project Pengyou Leadership Retreat, including catering, room reservations, invitation management, guest check-in, bartending, and other tasks as necessary
Coordinates travel logistics for visitors to SAIS DC from the Hopkins-Nanjing Center and Nanjing University, including hotel reservations and transportation
Represent the HNC at various SAIS events, including orientation, Summerfest, local APSIA fairs, and departmental events
Performs other duties as assigned
High School diploma/GED required. Bachelor’s Degree or Master’s degree preferred
Five years progressively responsible administrative/academic experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Superior interpersonal, analytical, and problem solving skills
Excellent communication skills both oral and written
Ability to work independently and as part of a team
Strong planning and organizational skills and the ability to manage competing priorities
Have exceptional initiative and judgment
Strong marketing skills and customer-service orientation
Ability to work effectively with faculty, administrators, students alumni and external constituents
Willingness to travel extensively, both domestically and internationally
Proficiency in basic data management systems and basic computer applications (e.g., Word, Excel, Access, PowerPoint); willingness and ability to learn additional applications as needed (SLATE, OnBase, SIS)
Commitment to diversity and to serving the needs of a diverse population
Chinese language proficiency strongly preferred
International living experience in Asia preferred
Two or more years’ experience with the undergraduate educational system or admissions experience preferred
Familiarity with study abroad programs
Financial planning and budget experience
Please sumbit your resume and cover letter with your application.
Internal Number: 16987-en_US
About Johns Hopkins University
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.