Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: MTWTF Employee subgroup: Salaried Non-exmt Location: 01-MD:Homewood Campus Department name: 10001488-Department of Computer Science Personnel area: Whiting School of Engineering
This position supports the undergraduate programs in the WSE Department of Computer Science as the first point of contact for 500+ students. The position will provide advisory and administrative support for undergraduate students, faculty, and departmental staff, organize and run student programs and events, schedule committee meetings, maintain course schedules, build and strengthen relations with alumni and recruiters, and interact with various important stakeholders. This position reports to the departmental administrator and the CS Director of Undergraduate Studies.
Student/Program Support: (40%)
Advise students regarding course and degree requirements.
Manage requests for declaration of major or minor and assign faculty advisors.
Approve add/drop and withdrawal requests.
Maintain email lists for student year designations, majors, and minors.
Respond to questions and inquiries regarding requirements for the combined CS BS/MSE program.
Serve as sounding board for students who need a place to talk. Refer as appropriate to Counseling Center, Academic Advising, Student Life, etc.
Manage the degree audit system, including documenting and tracking program exceptions for every student, and communicating curriculum changes to Academic Affairs.
Assist each semester with course assistant hiring. Tasks include posting call for applications and updating application system, vetting applicants, managing interview scheduling, compiling application data, and communicating hiring decisions. Follow up weekly with hired CAs as well as faculty regarding timesheet submissions and approvals.
Provide administrative support to all undergraduate departmental student groups including but not limited to ACM, WiCS, UPE, and HopHacks.
Oversee degree certification: review checkout sheets to confirm program progress and completion, advise faculty and students on course planning and alert both on any potential conflicts.
Schedule class meetings (Freshman/Sophomores and Juniors/Seniors)
Assign faculty advisors for incoming freshmen and transfer students.
Coordinate advising week each semester. Communicate with faculty and students; release holds if necessary.
Manage annual process for student awards.
Prepare letters for students related to late registration, travel, employment, funding, OPT, or visas.
Serve as the point of contact for all inquiries about the program.
Meet with prospective candidates and walk-in visitors and share information about the program and degree options.
In coordination with the Communications Specialist and/or the Director of Undergraduate Studies, maintain all program literature including the catalog, CS webpages related to the undergraduate programs, advising manual, and marketing brochures ensuring they are up to date and accurate.
Work with the WSE and university undergraduate admissions offices to plan and execute open house sessions for prospective and incoming students.
Scheduling/Data Management: (20%)
Manage course scheduling including completing course worksheets, ensuring timely submission, processing changes, working with faculty and Registrar’s Office, requesting classroom assignments and equipment.
Coordinate course catalog revisions and updates by suggesting changes and additions to the Director of Undergraduate Studies. Make changes using CourseLeaf and submit to Registrar for publication.
Curate current and past student data to include application and admissions data, graduation statistics, post-graduation activities.
Provide administrative support to the CS curriculum committee as needed.
Manage ABET document and data collection and organization.
Maintain course evaluation reports.
Compile and submit data for various national surveys.
Events Coordination: (15%)
Serve as the administrative lead for the organization of the twice annual HopHacks event. This includes ensuring the student representatives are addressing all the necessary planning tasks and staying on schedule with reservations, orders, pick-ups, etc.
Assist with planning student group events as needed.
Serve as the administrative lead for PluggedIn and other alumni/student networking events scheduled throughout the academic year. Tasks include scheduling meetings of the planning committee, arranging for event space, ordering food and supplies for the events, and staffing the events as needed.
Coordinate and execute orientation sessions for incoming students.
Coordinate CS attendance at the Grace Hopper conference including managing student participation and registration process.
Coordinate CS participation in undergraduate research related activities and events such as WSE Design Day and DREAMS.
Team with the Sr. Administrative Coordinator to run all graduation-related events.
Other Duties: (5%)
As needed, provide assistance with organizing, set up, and cleanup of departmental events.
Respond to external inquiries for technical assistance and student employment opportunities.
May infrequently involve some evening hours
Other duties as assigned.
High School Diploma or GED.
Five years of progressively responsible administrative/academic-related experience including customer services 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.
Experience in an academic setting is strongly preferred.
Special Skills and Knowledge:
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. Proficiency with Microsoft Word and Excel required.
Familiarity with Adobe Acrobat is preferred.
Microsoft PowerPoint experience is desirable.
Knowledge of JHU systems – SIS, Blackboard, CourseLeaf, and SAP desirable.
Background in Computer Science is a plus but is not required.
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.
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 email@example.com. 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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