The position is responsible for assisting the department Administrator and the Director of Undergraduate Studies with administrative tasks related to the activities for 300+ undergraduate students in the Department of Chemical and Biomolecular Engineering (ChemBE). They will organize, update and maintain office files, and process all documents related to ChemBE undergraduate academic affairs. They will maintain consistent data across applications used by all University and Whiting School offices. They will assist with recruitment, admissions, scheduling, and event planning.
The Primary Duties and Responsibilities of the Job:
Manage and maintain electronic applications throughout cycle. Assist with completing application files by emailing or calling applicants and coordinating with Undergraduate Admissions office.
Send follow-up department admissions letters and manage responses from admitted students.
Coordinate enrollment documents. Process, upload and follow up on enrollments to be sure they have been updated in the various JHU systems.
Track graduation progress for seniors and juniors (3x a year).
Manage the degree audit system, including documenting and tracking program exceptions for every student, and communicating curriculum changes to Academic Affairs.
Provide support for the ABET accreditation and represent department at school-wide accreditation process meetings.
Collect current and past student data. Generate statistical reports related to application and admissions data.
Schedule Class Meetings (Freshman, Sophomores and Juniors, each semester)
Assign faculty advisors and coordinate advising week – communicate with faculty and students; release holds if necessary.
Prepare letters and assist students with any paperwork related to travel, late registration, employment, or visas.
Utilize SIS and other Registrar’s office forms to assist the Director of Undergraduate Studies with course scheduling processes including completing course worksheets, ensuring timely submission, processing changes, working with faculty and Registrar’s Office, requesting classroom assignments and equipment each semester.
Assist with event planning for orientation sessions, guest speakers at student organization events and external conferences. Show new and prospective students the department facilities.
Team with the Administrative Coordinator to run all graduation-related events.
Organize annual undergraduate faculty retreat.
Manage department undergraduate awards (spring) including convocation.
Assist faculty liaison with MULY and PURA awards each semester.
Update ASEN course catalog, undergraduate handbook, and other publications annually. Proofread materials and assemble information packets for prospective students.
Support Undergraduate Director in managing the freshman introductory class (540.101)
Provide assistance to AIChE student organization.
Deliver and pick up items from various offices.
Manage graders and TAs for all department required courses.
Initiate Hire/Termination ISRs for students. Process payroll for hourly-paid TAs, course graders, and student workers through the SAP payroll system.
Initiate shopping cart through SAP and assist TAs on the shopping cart process.
Assist on maintaining/updating department website.
Other duties as assigned.
High School Diploma or GED.
Bachelor’s degree preferred.
Special Skills and Knowledge:
Proficiency with Microsoft Word and Excel required.
Familiarity with Adobe Acrobat is preferred.
Microsoft PowerPoint experience is desirable.
Related Work Experience:
Three years of administrative/academic-related experience.
Experience in an academic setting is strongly preferred.
Skilled in friendly and professional interaction with students, staff, researchers, and professors.
Must have strong organizational skills and ability to learn new tasks and processes.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
This position requires a high degree of attention to detail and excellent interpersonal skills. Qualified candidates must be polite, friendly, professional and a team player. This position requires an individual who is highly organized and able to prioritize and handle multiple tasks in an extremely fast-paced environment. Excellent written and oral communication skills required.
Classified Title: Academic Program Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $40,000 per year Employee group: Full Time Schedule: M-F, 8:30-5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001486-Dept of Chemical and Biomolecular Engrg Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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