Location: Baltimore, Maryland
Internal Number: 102263-en_US
The Department of Cognitive Science at Johns Hopkins provides theoretically oriented research and training opportunities for undergraduates, graduate students, and postdoctoral fellows in the multidisciplinary study of the mind/brain.
We are seeking a Senior Academic Program Coordinator who will be responsible for ensuring successful academic oversight of the department's graduate and undergraduate programs, working closely with the department's Administrative Manager and Directors of Graduate Studies, Graduate Admissions, and Undergraduate Studies. This position also oversees graduate admissions, course scheduling and maintenance, event planning, and web editing for the department.
Specific Duties & Responsibilities
- Serve as primary contact for graduate students in the MA program and PhD program from entrance to graduation.
- Coordinate timeline and preparation of bi-annual student evaluation letters.
- Monitor students' degree progress for both programs.
- Communicate conferral deadlines and any financial implications to students and advisors to facilitate timely degree completion.
- Schedule PhD final graduate board oral (GBO) exams, coordinate defense committees in concert with dissertation advisors, and submit all required paperwork on time.
- Monitor PhD students' timely electronic dissertation submissions; maintain department library of bound dissertation copies.
- Enforce graduate affairs and registration policies; anticipate and facilitate student status changes (i.e., residence, non-residence, leave of absence, withdrawal, termination).
- Handle sensitive and disciplinary student matters professionally, confidentially, and in accordance with university/divisional policies.
- Maintain accurate files and data on all current and past students.
- Produce data reports as needed (e.g. for grants, self-studies, etc.).
- Ensure MA and PhD program and admissions webpages are up to date; answer applicant inquiries.
- Verify online application accuracy for both programs; initiate necessary revisions.
- Support recruiting and marketing efforts, including email campaigns and information sessions.
- Resolve applicant technical issues, support faculty, and produce applicant reports using Slate.
- Organize application review timeline and all admissions-related meetings and activities.
- Organize annual recruitment event (travel, meetings, logistics, catering, A/V) with attention to detail.
- Prepare and distribute admissions decisions.
- On-board and orient new students.
- Maintain accurate historical data on all application cycles.
- Advise Linguistics Minors and Cognitive Science Majors of requirements, policies and procedures, support resources, etc. as appropriate.
- Serve as staff advisor of Omega Psi (Cognitive Science honor society) including, but not limited to advising on university policy/procedure, event planning, budgeting, purchasing, honors membership, etc.
- Evaluate graduating majors for department honors, disseminate honor cords, facilitate selection for annual student excellence award in consultation with the Director of Undergraduate Studies (DUS).
- Organize annual Commencement reception for the department.
- Coordinate department presence any centrally-organized open houses/events.
- Manage list of courses meeting focal area major requirements in consultation with DUS and appropriately tag courses in the Student Information System (SIS) each semester.
- Support faculty and students with online Degree Audit system ad-hoc; interface with the academic advising office to resolve Degree Audit and registration issues.
Course Scheduling & Catalog
- Use CourseLeaf/CLSS and SIS to add, organize, and maintain department courses for four terms per year, with attention to detail.
- Foresee and head off potential course data problems and schedule conflicts.
- Organize conflict-free departmental room and resource schedules for our courses and events as well as respond to room reservation requests with good judgement.
- Liaise with the Registrar, Scheduling & Events Office, and other departments when necessary to reserve rooms external to the department.
- Ensure that the bookstore receives all course textbook adoptions and that instructors and TAs have desk copies.
- Update annual academic catalog entries for all academic programs using e-Next Catalog.
- Coordinate with faculty to submit missing or incorrect grades after the grading period closes.
- Maintain alumni network and listserv.
- Routinely update and maintain alumni databases. Produce reports upon request (e.g. for grants, self-studies).
- Maintain alumni webpages.
- Organize sporadic alumni events.
General Department Roles
- Advise Administrative Manager on academic issues.
- Represent the department at academic meetings within the School of Arts & Sciences and the University (committee and workgroups, for example).
- Work within the department and collaborate with other departments to encourage the sharing of facilities and resources to increase productivity.
- Participate in professional development opportunities.
- Serve as primary department website editor, keep content up-to-date, and monitor for opportunities to feature content, increase interest, and meet any new departmental web needs.
- Support select faculty with maintenance of lab webpages.
- Maintain active department social media presence.
- Manage departmental email listservs.
- Oversee administrative aspects of any new academic program development and the internal/external processing.
- Coordinate events for academic program activities as assigned.
- Monitor upkeep of department classrooms.
- Provide guidance to student employees in carrying out tasks.
- Support Colloquium speaker series.
- Other duties as assigned by Chair, Directors of Graduate and Undergraduate Studies, and Administrative Manager.
Special Knowledge, Skills & Abilities
- Excellent oral, written, and interpersonal communication skills.
- Excellent time management skills with attention to detail.
- Excellent organizational and computer skills.
- Ability to work effectively in multi-cultural setting.
- Ability to prioritize ongoing competing short- and long-term deadlines.
- Must be team-oriented with ability to work independently, maintain flexibility and exercise sound judgment.
- Ability to effectively learn, utilize and implement online systems and databases required for information sharing and record keeping among University officials.
- Proficient in PC-based software applications including MS Word, MS Excel, MS Outlook, Adobe.
- Experience with web-editing applications (e.g. WordPress) is desirable.
- Familiarity with – or ability to quickly adopt – applications such as Zoom, MS Teams, Canvas, OneDrive, Panopto is desirable.
- Familiarity with Facebook and/or Twitter is desirable.
- High School Diploma/GED.
- Five years progressively responsible administrative/academic experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Bachelor's Degree.
- Experience in academic administration.
Classified Title: Sr. Academic Program Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40 - 28.00/hr (Commensurate with experience)
Employee group: Full Time
Schedule: Mon-Fri; 8:30am - 5pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: Cognitive Science
Personnel area: School of Arts & Sciences
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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