No experience
Employment Type:
Full time
Job Category:
Academic Program Coordinator
(This job is no longer available)
Johns Hopkins University | Baltimore, MD
Grad Date

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Job Description

Role/Level/Range: ATO/2/OE

Starting Salary Range: $16.91 - $23.25 per hour

Employee group: Full-Time

Schedule: M-F, 8:30-5

Employee subgroup: Non-Exempt

Location: Baltimore, MD

Department name: Biology

Personnel area: Krieger School of Arts & Sciences

Purpose of Position

This position provides administrative support for a complex academic program requiring extensive collaboration with students, faculty and other departments. This position provides support to the Academic Program Administrator including assistance with managing the summer program, undergraduate program, Master's program, NIH program and graduate program which includes for data entry for tracking student progress, special events related to all programs; scheduling of Graduate Board Oral (GBO) exams; procurement cardholder purchasing staple items to support Academic Affairs activities. This position will manage the department's website, department pages and monitor and post to various social networks to assist with online outreach programs. This position also provides assistance for other administrative staff in the department's main office.

Essential Duties & Responsibilities

Support for Graduate Students:

* Schedule GBO (Graduate Board Oral) exams, thesis defense committees, rotation talks and progress reports.
* Provide students defending their thesis with graduation applications and information about preparation of their manuscript for publication.
* Coordinate events and rooming for annual retreat and recruitment weekend.
* May handle sensitive student issues, and help facilitate the resolution of student inquiries and problems.
* Coordinate travel for prospective graduate students.
* Coordinate Graduate student exams, GBOs and committees are set up in a timely manner.
* Ensure communications to faculty advisor and committee members are accurate and professional.
* Sensitive matters are dealt with in a professional and confidential manner.
* Ensure information is distributed in a timely manner to incoming and current students.
* Ensure travel arrangements for prospective graduate students are completed accurately and communicated to traveler as quickly as possible.

Data Tracking and Reporting

* Enter new student records and updates existing records as needed in the department FileMaker Pro database. Some of these updates include: adding classes taken, grades, advisor, committee members, defense dates and alumni information.
* Generate reports for the faculty and administration as needed.
* Update undergraduate information in the department's database.
* Student Information is entered into the FileMaker Pro database in a timely manner and carefully proofread for accuracy.
* Requested reports are quickly generated and reviewed for accuracy then given to requestor.

Special Events

* Assist the academic administrator with the following annual special events: Retreat, recruitment weekend, Master's luncheon, end of summer program poster session, hooding ceremony and undergraduate awards ceremony.
* Serve as the recorder at annual major's feedback sessions.
* May independently coordinate other special events such as Master's thesis presentations, TriBeta events, and undergraduate events such as handing out t-shirts and exam treats.
* Coordinate open house sessions (graduate and undergraduate), including developing and producing information packets and materials and organizing the agenda; arranges catering, hotel accommodations and reimbursement for attendees; reserves room and A/V equipment; prepares handouts. Interacts directly with potential students and parents about the program and provides them with information
* Assist Dr. Schildbach and the academic administrator with summer undergraduate research program. Tasks include: assigning housing, coordinating/ scheduling lunches and outside program activities, and assisting with admissions and enrollment procedures.
* Arrangements for events are carried out in compliance with the event's planning timelines.
* Communicates unexpected changes to an event's plan to the Academic Program Administrator immediately.
* Communicates information to the department and students about special events in a timely and accurate manner.
* Prepares and proofreads reports from student feedback sessions to ensure accuracy and timeliness.
* Produces and proofreads for accuracy all publications including emails, flyers, and posters.

Transaction Processing

* Initiate procurement card purchases (Academic Affairs small dollar/regularly consumed supplies/services) in accordance with University Purchasing Policy, Procurement Card training and training materials, the Cardholder Agreement, and any other specific internal requirements.
* Maintains supporting documentation for all transactions.
* Aid academic administrator with issuing Distributed Graduate Aid (DGA) in SIS.
* Complies with all procurement card policies including ordering and receipt of items and record maintenance.
* Enters and proofreads all data entered into ISIS and within established deadlines.

Admissions and Other:

* Assist with student recruiting by ordering advertisement materials used at conferences. Help arrange meetings between faculty and prospective students. Arrange for reimbursements for travel for recruitment weekend. Help set up car service and hotel accommodations for recruitment weekend.
* Organize admissions files and documents and send to committees to review (for Master's and PhD program) or to Dr. Schildbach (for summer program).
* Send out informational documents, acceptance and rejection materials. Assigns faculty advisee
* May oversee Academic Affairs tasks in the absence of the Academic Program Administrator absences.
* Maintain admissions records and creates folders; files paper records as needed. Schedule classroom assignments for courses with the Registrar's Office.
* Assist faculty order textbooks.
* Maintain knowledge and skill in use of ISIS
* Provide administrative support for the main office such as answering phones, greeting visitors, event set-up, daily run, package receiving, distributing mail or preparing correspondence.
* Manage JHU Biology department website and departmental pages and events pages. Contribute to department website and social media.
* Interacts in a professional manner with potential students both graduate and undergraduate and their parents in person or via electronic communications.Ensures that admissions and student files are up to date, complete and accurate, both paper and electronic.
* Ensures that faculty are able to order textbooks for all pertinent courses.
* Takes initiative in supporting other administrative team members such as picking up phone calls and quickly and professionally greeting visitors
* Takes initiative in updating JHU Biology website and events calendar in a timely manner.
* Ensures outreach information is accurately posted and maintained on various social networks.
* Ensures the Biology website events calendar is accurate and current.


High school diploma required. A Bachelor's degree preferred. A minimum of three years experience working in an academic setting required. Experience in academic program administration is strongly preferred. 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 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.

Knowledge and Skill:

* Strong organizational, administrative and problem-solving skills.
* Excellent customer service skills to interact effectively with faculty, staff, students and external customers.
* Excellent written and oral communication skills.
* Ability to exercise administrative judgment and assume responsibility for consequences and results of actions.
* Knowledge and intermediate skill level of PC-based software applications such as Microsoft Office, and FileMaker Pro.
* Ability to multitask and manage multiple priorities and ability to respond quickly to changing needs and balance competing responsibilities.
* Knowledge and skill in use of the Student Information System (SIS).
* Ability to monitor, post and reply on social networks to assist with online outreach and promotion using Facebook, LinkedIn, Twitter, etc.
* Must have the ability to exhibit a manner of professional behavior that will promote positive interaction between co-workers and customers with the goal of increasing office productivity and improving the public image of the institution.

Homewood Campus

Job Postings are updated daily and remain online until filled.

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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply, depending on at 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

EEO is the Law. Learn more: https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf

Important legal information: http://hrnt.jhu.edu/legal.cfm

Nearest Major Market: Baltimore

About Johns Hopkins University

The Johns Hopkins University School of Nursing is a global leader in nursing research, education and scholarship and is ranked among the top 10 nursing higher education institutions in the country. The School's community health program is second in the nation and the nursing research program now holds eighth position among nursing schools securing federal research grants. The School continues to maintain its reputation for excellence and educates nurses who set the highest standards for patient care, exemplify scholarship, and become innovative national and international leaders in the evolution of the nursing profession and the health care system.