Classified Title: Academic Program Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.25 to $23.72 per hour Employee group: Full Time Schedule: Monday through Friday Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 60002601-Teach for America Personnel area: School of Education
The Academic Program Coordinator is responsible for coordinating, facilitating and implementing academic support services and program activities. Responsibilities include office administration, calendaring, academic support, special projects, data compilation and analysis, responding to or referring student inquiries, faculty assistance, processing invoices, tracking expenditures, assisting with marketing events, reconciliation, preparation of documents and presentations and electronic and paper records control.
Specific Duties & Responsibilities:
Administrative Support (30%)
Develops, coordinates and manages administrative and academic systems and services to support academic program activities for appointed staff, staff, faculty and faculty associates.
Serves as a first point of contact for assigned areas of study and provides cross support for other areas as needed; providing telephone and in-person assistance.
Triages calls for response and referral and takes messages, as appropriate.
Provides assistance with the academic and scholarly activities of faculty.
Includes preparation of PowerPoint presentations, basic on-line research as directed by full time faculty as well as additional projects as assigned.
Coordinates staff, faculty and faculty associate activities by arranging schedules, travel arrangements and documents.
As requested, submits travel reimbursement requests, on behalf of staff and faculty, through SAP.
In partnership with the other academic support staff, schedules departmental events and business/professional meetings and coordinates logistics.
Includes creating working agendas, negotiating terms, ordering meals, room reservations, equipment, coordinating schedules and invitations.
Responsible for duplication of course and other program materials for the academic area of emphasis, as needed.
Prepares correspondence as drafted by faculty and also creates basic original correspondence in response to letters and emails.
Prepares reports using Microsoft Office (e.g., Word and Excel), as needed and assigned.
Develops and maintains secure electronic and paper records systems; including those for confidential student records.
Monitors, tracks and orders supplies, including working with the SAP supply/purchasing systems and requirements.
Works through SAP to process invoices for payment and reconciles related budget items.
Academic Program Support (70%)
Generates faculty associate contracts and follows established procedure to route for approval.
Up-dates ISIS and generates revised contracts as course and/or instructor information changes.
Communicates with faculty associates.
Responds to and/or refers inquiries from faculty and faculty associates on a broad range of matters including courses, procedures/policy, students and payroll.
Assists with completion of new hire paperwork, as needed, and timely transmits to SOE Payroll for all adjunct faculty – included I-9 EVerify process.
Participates in information sessions and other marketing events, as requested, representing the SOE; including sharing information with prospective students.
Provides information about academic areas of emphasis to a broad range of contacts, including potential and current students, alumni, faculty, other members of the JHU community and external contacts.
Provides information and assistance to prospective and current students about admissions criteria, program requirements, course content and schedules and registrations (assist students with course selections and canceled courses); triages, conducts basic research, and refers issues involving academic and grading problems; and provides information and assists and refers students with inquiries regarding graduation requirements.
Works closely with incoming students to provide an overview of electronic resources and key essential communication venues.
Works with Student Accounts, Financial Aid and/or Registration to research and resolve student inquiry issues.
Schedules student advising appointments, with faculty, if needed.
Compiles tracks and enters information (interview/dates/adviser/notes) into ISIS for new program applicants.
Maintains student electronic files, including logging student contact in ISIS.
Prepares files for archiving at appropriate intervals, following established procedures.
Creates new files for incoming students.
Maintains and ensures security of confidential student records; including admissions, course information and any coaching/teaching/counseling records.
Provides administrative support to full-time faculty in the areas of syllabi construction and distribution, Internet research, textbook selections and orders, course assignments and evaluations.
Monitors web and other electronic communication systems content and takes appropriate action to ensure new material is added or that dated content is removed or up-dated.
Assists with editing and proofing the academic year catalog and course schedules under supervision of academic program administrator.
Works with faculty to compile textbook information and works with Campus Operations staff to place book orders.
Enters course scheduling information into ISIS, insuring timely and accurate data entry and as directed, by the academic program administrator, assists in planning and coordinating course schedules for the academic year.
Monitors course enrollments and any changes in assigned faculty, up-dates ISIS data as course and/or instructor information changes.
Uploads adjunct faculty CVS and syllabi to Digital Measures.
Maintains a strong working knowledge of TK-20, working with faculty as needed to assist with up-loading information and running reports.
Level of Independent Decision Making
Works independently with minimal supervision.
Ability to identify creative solutions to resolve problems and increase work efficiency.
On a regular and continuous basis exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, programs, costs and/or quality of service.
Internal and External Contacts
Staff (including other academic program staff and Finance, Payroll, and Enrollment Management staff)
Prospective and Current Students
Minimum Qualifications (Mandatory):
High School Diploma/GED.
Three years administrative/academic related 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.
Experience in an academic setting is strongly preferred
*This position is available for telecommuting options.
Special Knowledge, Skills, and Abilities:
Strong office administration skills and knowledge of office administrative practices and policies.
Knowledge of records administration.
Knowledge of academic support or ability to quickly gain proficiency.
Knowledge of JHU data systems or ability to quickly learn and proficiently use such systems.
Excellent and professional oral and written communication skills, with ability to draft basic correspondence.
Strong proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint.
Comfortable working with databases, with highly accurate data entry skills.
Must be highly collegial with solid interpersonal skills, a demonstrated respect for diversity and the proven ability to work with a broad spectrum of faculty, student and staff populations.
Must be pro-active with the ability to multi-task and handle competing priorities.
Must be able to work independently.
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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