Position provides support to the Department Chair, Director of Graduate Students, faculty, supervisory management.
Specific Duties & Responsibilities
Assist with processing ISRs (including graduate student pay), process and pay invoices, shopping carts, travel reimbursements, wire transfers, non-payroll and expense cost transfers, and honorariums
Assist with planning and coordination of special events, including Graduate Student Awards Ceremony and Commencement Reception.
Assist with monthly electronic reconciliation of Analysis BW reports, (general funds and endowments)
Respond to departmental email inquiries about graduate program
Assist with greeting guest and answering front office telephone.
Compile statistical information of graduate students for NIH, APSA annual reports
Administrative systems operate smoothly and effectively
Ensures and maintains confidentiality of all sensitive information
Ensures timely communications with staff, school departments, and students.
Builds effective working partnerships within the School and across the University
Arranges travel in a professional and effective manner
Maintains class and event schedules effectively
Course maintenance for Fall, Intersession, Spring and Summer courses, submitting courses through SharePoint and CLSS.
Maintain spreadsheet for courses, matrix, and course number log
Maintain access to SIS for student records, course information.
Distribute final exam schedule to faculty
Assist prospective, current and graduate students with information about departmental procedures and issues with registering and Non-residency
Responsible for the on-line graduate applications using Slate
Maintains a professional and courteous demeanor with internal/external constituents
Data collection, entry, analysis and report generation are completed within established deadlines with minimal errors
Keys data into appropriate data management systems in a timely fashion with minimal errors
Provides timely responses to technical and data related questions
Creates and updates database records with minimal errors
Meetings and special events are organized in a timely fashion
Responsible for uploading graduate student documents to OneDrive to Graduate Admissions for processing
Responsible for updating graduate student documents in SIS Graduate Doctoral Board Module
Oversee and coordinate distribution of applications in Slate to faculty for review and admit decision through OneDrive/ Slate.
Responsible for distributing financial letters to current graduate students and admission letters to incoming graduate students
Process visiting domestic and international student applications
Manage and update graduate student spreadsheet
Coordinate Dissertation Defenses for Grad Students
Create announcements and fliers for PhD defenses.
Coordinate Open House for incoming admitted graduate students: meetings with faculty, lunch, dinner, hotel and travel reimbursement.
Assist Director of Graduate Studies with current/new graduate students electronic filing system on OneDrive
Organize and maintain graduate student records.
Submit grade changes for faculty
High school diploma/GED
Three years administrative/academic related experience required.
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. 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. *
Bachelor's degree is preferred
Special Knowledge, Skills, and Abilities
Knowledge of SIS, CATS, and other related JHU educational support systems, preferred
Highly proficient in MS Word, Excel and PowerPoint
Ability to work independently and to perform multiple tasks concurrently
Ability to set priorities and meet deadlines
Strong communication, interpersonal and organizational skills
Classified Title: Academic Program Coordinator Working Title: Academic Program Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 - $23.95; commensurate with experience Employee group: Full Time Schedule: Monday-Friday, 8:30am - 5:00pm, Up to 37.5 hrs/ week Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001375-Political Science Personnel area: School of Arts & Sciences
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.
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