Sr. Academic Program Coordinator Job in Baltimore, MD at Johns Hopkins University – 4.0

The Department of Chemical & Biomolecular Engineering is seeking a Senior Academic Program Coordinator who will be responsible for oversight and management of the academic program of approximately 200 graduate students in the Chemical & Biomolecular Engineering (ChemBE) graduate program. Will coordinate and manage activities related to academic affairs – including recruitment, admissions, advising, scheduling, financial services, data management, student services, and event planning.

This position shares information and resolve issues with the WSE Graduate Affairs and Admissions Offices, Registrar’s Office, Homewood Graduate Board, Office of International Scholar Services, Payroll Department, Financial Aid office, department faculty, other Homewood and East Baltimore academic departments and faculty, and current and prospective students. This role makes recommendations to the department chair, administrator, and faculty committees regarding academic policies and procedures, student morale issues, etc.

Specific Duties & Responsibilities:
Recruitment and Admissions (60%):
Partner with Marketing and Communication efforts in recruiting prospective students :

Support department presence at recruitment events as needed

Collaborate with Marketing and Communications regarding program- specific content for marketing materials

Manage department communications with applicants/prospective students

Facilitate campus visits for prospective students

Plan and organize the annual Graduate Visit Weekend event

Design and create visitor information packets, reserve space for group events, coordinate catering as needed

Manage the graduate application process for the ChemBE Master’s:

Maintain graduate application data and materials and package for ChemBE faculty to review

Pre-vet graduate applications for baseline requirements and make recommendations to the faculty for final admissions review

Oversee the facilitation of document processing for enrolling new students, including international students

Arrange I-20 distribution requests for international admits

Generate statistical reports related to application and admission data

Work closely with faculty, the WSE Office of Graduate Academic Affairs and the WSE Development Office on WSE student fellowship awards – identifying available funds and matching with student applicants

Create & manage communications and responses from admitted students

Manage/oversee and maintain electronic applications throughout cycle

Coordinate enrollment documents

Process, upload and follow up on enrollments to be sure they have been updated in the various JHU systems

Track graduation progress for seniors and juniors (3x a year)

Oversee the degree audit system, including documenting and tracking program exceptions for every student, and communicating curriculum changes to Academic Affairs

Schedule class meetings

Assign faculty advisors and coordinate advising week

Student Services (35%):
Organize and administer new student orientation sessions including communications and room reservations

Facilitate catering, set up and breakdown logistics and support

Advise and assist students with academic, financial and administrative concerns

Maintain student records including student study plans

Support student registration:
Advise students on academic requirements and assign academic advisors.

Provide a safe environment for students to talk about concerns and plans:

Evaluate and refer students as appropriate to Counseling Center, Graduate Affairs (Student Support and Outreach), Graduate Academic Affairs, OIS, etc.

Follow up on individual students as necessary

Create and manage electronic database for student-related data

Coordinate with graduate program director and other faculty to develop, write and distribute annual student evaluations

Serve as subject matter expert and resource to assist faculty with the electronic application system (Slate) as well as the student entry support system (SIS), the student health insurance and tuition reporting system (DGA) and graduation systems and processes (both internal and external to the dept)

Collaborate with the WSE Office of Graduate Academic Affairs on unique student circumstances, special students, disciplinary actions, tuition or other financial support issues

Assist alumni in resolving international, transcript and degree verification issues

Prepare various official correspondences for students for travel, late registration, employment, funding, OPT, CPT, visas and part-time registration

Maintain all documents and records for applicants, active students and alumni

Compile and submit data for CRA Taulbee, NSF/NIH, US News and World Report and other national surveys

Finance and Administration:
Manage expenses related to Graduate orientation

Supervise the department’s Academic Program Coordinator (junior academic staff member and work-study students)

Ongoing Initiatives (5%)

Other projects as assigned; provide departmental administrative support as needed

Minimum Qualifications (Mandatory):
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

Preferred Qualifications:
Bachelor’s Degree

Experience with higher education

Experience with Integrated Student Information System, Sap, and/or Blackboard

Special Knowledge, Skills & Abilities:
Excellent customer-service experience

Ability to work independently and proactively

Ability to prioritize, and direct broad-spectrum work-efforts with multiple stakeholders and constituencies

Ability to manage and track large amounts of sensitive and diverse data related to student applications, admissions, enrollment, payroll, academic progress

Ability to interact with staff and faculty of all levels within the division, keep projects moving forward and stay on track

Strong detail-oriented, organizational, administrative, project management, and problem-solving skills

Excellent writing and oral communication skills, with the ability to clearly relay information among faculty, staff, and students

Ability to navigate ambiguous and confidential situations

Ability to provide high-level support in academic matters to the Chair, Director of Graduate Studies, faculty and students

Independently interpret and communicate University academic and business policies and processes related to the students

Proven ability to assess priorities, with the ability to respond quickly to changing needs and to balance competing responsibilities

In depth knowledge of University academic policies and procedures

In depth knowledge of departmental fellowship terms and conditions

Ability to exhibit a manner of professional behavior that will promote positive interactions between faculty, staff, students and external clients, and enhance the public image of the University

Ability to multitask and meet multiple deadlines

Additional Information:
Successful candidate must be open to learning new systems and procedures, outgoing, detail-oriented, independent and proactive

Good communication skills essential

Familiar with and uses standard computer and office equipment and standard software applications

Familiarity with SAP and SIS preferred

Position will also assist with general office responsibilities as time permits

Supervisory Responsibility:
1 junior staff and 2-3 work-study students

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 the 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.

Classified Title: Sr. Academic Program Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $20.02 – $27.51/hr (commensurate with experience)

Employee group: Full Time

Schedule: M-F 8:30-5:00

Exempt Status: Non-Exempt

Location: Homewood Campus

Department name: Dept of Chemical and Biomolecular Engrg

Personnel area: Whiting School of Engineering

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 protected] . For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

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

Note: Job Postings are updated daily and remain online until filled.

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About the Company

Company: Johns Hopkins University – 4.0

Company Location:  Baltimore, MD

Estimated Salary:

About Johns Hopkins University - 4.0