Senior Academic Program Coordinator

Washington D.C., United States
12 Oct 2018
End of advertisement period
12 Dec 2018
Contract Type
Full Time

Employee group: Full Time
Schedule (hours/days): 40 hours/M-F
Employee subgroup: Salaried, Non-Exempt
Department name: Energy, Resources, and Environment
Personnel area (School): JHU SAIS
Position Location: Dupont Circle, Washington, DC 20036

General Purpose of the Job:

This position provides programmatic and administrative support functions for the Energy, Resources and Environment Program, with respect to faculty and online program issues, aspects and affairs.

Essential Duties and responsibilities:

Administrative and Programmatic Support Faculty:

  • Contribute to overall strategy and implementation of ERE Program offerings and activities, including knowledge management and information dissemination, and assisting Director with developing academic curriculum requirements, academic course planning, and day to day functions and logistics with respect to faculty support and online learning.
  • Provide course logistical support including scheduling for 20+ courses, requesting classrooms, and procurement of books, supplies and course materials as needed.
  • Provide and evaluate services to support the teaching mission of the ERE Program.
  • 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 faculty and provides cross support for other areas as needed. Send faculty program updates (including curriculum updates, deadlines, appointment letter reminders, exam dates, and grade deadlines) every semester.
  • Provides assistance with the academic and scholarly activities of faculty. Includes preparation of class PowerPoint presentations, video recording course descriptions and make up classes in Panopto, basic on-line research as directed by full time faculty, and additional projects as assigned.
  • Responsible for developing, updating, and distributing course schedules, curriculum matrix and sequences, faculty/staff directory, and other academic program materials each semester.
  • Update, revise, and maintain the ERE Oral Exam study guide and newly created Answer Key with new questions & answers every semester. This includes contacting and reminding the faculty to submit changes or additions to questions and answer, and creating a survey to schedule ERE Capstone Oral Exams twice a year.
  • Compile graduating students’ transcripts, ERE Oral Exam Study Guide & Answer Key, student contact information, grading sheets, and exam schedules for each faculty member to facilitate oral exams.
  • As requested, submits reimbursement requests for travel and supply purchases, on behalf of staff, faculty, and guest speakers through SAP. This includes tracking budget expenditures, paying department bills, and working with the business office to process reimbursements and vendor orders and invoice payments.
  • Provides support to the ERE Practicum Manager, including logistical support for teams, outreach to potential clients, updating promotional materials, oversees the application process, and working with student worker on Practicum website development and maintenance.
  • Collaborates with the ERE Practicum Manager on outreach to students, clients, potential clients, and faculty regarding Practicum initiatives.
  • Coordinate secondary Admissions review cycle processes with faculty and liaise with the Office of Admissions as needed.
  • 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 sending invitations.
  • 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 faculty on-boarding paperwork, as needed, tracks and facilitates payment of adjunct faculty. Creates, maintains and updates an ERE Faculty Onboarding Guide.

Administrative and Programmatic Support Online Education:

  • Software – researches, learns and maintains a current understanding of the software used to create, manage and implement the online learning/teaching environment.
  • Implements software platforms used in the online program as appropriate in cooperation with the Director, Administrative Director, Blackboard Technician, and IT.
  • Participates in planning and implementation of the online program including, applications, outreach/promotion, implementation in terms of course delivery. This involves researching examples of existing online programs, the tools used, and ways to make the online course more interactive.
  • Assist faculty in understanding how to use the available tools to implement their group projects and other class activities, and make the class interactive and personal in an online environment.
  • When the online program is implemented – provides support, advising, and general student and faculty services within the context of the program.
  • Tracks and monitors the metrics associated with the online program including, enrollment, student/faculty satisfaction, educational outcomes.
  • Helps track and plan the budget for the online program using SAP and other financial software.
  • Assist in the overall management of the online certificate and helps create curriculum and management of a new online degree programs. This currently involves assisting faculty with developing 5 ERE classes for the certificate and adding more classes for a new ERE online degree.
  • Creates online program outreach materials and acts as initial point of contact for inquiries and information on the program and helps to maintain the online program web presence.

Academic Program Management & Advising:

  • Creating resources and strategies to disseminate knowledge and information about the ERE Program offerings and activities, to 150+ ERE concentrators, MIPP affiliates, and prospective students. This involves reviewing academic curriculum requirements and academic course planning in student advising sessions as the first-line of academic advising.
  • Serve as primary point of contact to students. Provide academic support face to face, via email, and with informational handouts, and the ERE Blackboard Community.
  • Track academic progress and conduct degree audits for graduating students to ensure progress toward successful degree completion.
  • Hold virtual group advising session with ERE Bologna students and academic advisors to inform them all of ERE curriculum requirements and options. Assisted ERE Director in holding in person individual advising appointments with ERE students at the SAIS Europe campus.
  • Create a survey to schedule ERE Capstone Oral Exams twice a year, distribute the schedule and ERE Oral Exam Study Guide to graduating students via email and post on ERE Blackboard Community page in advance to allow students ample study time. Upon completion of exams, distribute results, facilitate submission of make up papers for failed oral exams, and proctor exams as needed.
  • Develop and manage ERE Advising Circles by adding and removing new and graduated students and placing them with an appropriate ERE faculty member. This includes compiling the list of student/faculty assignments, distributing the list to the students and faculty, and arranging breakfast/lunch meetings for each group.
  • Created an Excel database with macros to verify and track completion of the ERE Online Basics of Energy course requirement. This involves manually reviewing and exporting course grades from Blackboard and entering completed course waivers in SIS Product page for transcripts weekly.
  • Review, process, provide instructions, and reconcile receipts and payment documentation for student travel and other student related expenses from ERE Mini-Grant requests. Submit through SAP for reimbursement.
  • Write & distribute a monthly newsletter to the ERE students: to welcome new students and faculty, send advising updates, list academic deadlines, advertise new courses, and to announce events, jobs, and internships.
  • Modify job, internship, and event announcements received from outside employers and SAIS programs to post in proper format on Blackboard Community page.
  • Regularly maintain and edit the ERE Blackboard Community page to provide students with resources about the ERE program, events, and job/internship announcements. This includes adding academic handouts, seminar videos, oral exam materials, job/internship postings, and adding new students and removing graduated students from the Blackboard list.
  • Assist faculty with conducting career advising for environmental areas and refer to faculty and Career Services for energy and additional environment career consultations.
  • Review student FEST trip applications each term and select candidates for international research trips.
  • Provide resources for academic inquiries from within and outside the ERE program, SAIS and JHU.
  • Supervise and orient Teaching Assistants, review student timesheets, assist in the hiring and payment of consultants, and track related expenses.
  • Coordinates major department events such as the ERE Fall and Spring Meet the Faculty Receptions, the ERE Alumni networking reception, the Graduation Reception, and other program events. This includes handling room reservations, coordinating room set up, advertising, and technical support for video conferencing as needed.

Outreach & Communications:

  • Conduct student oriented communications with faculty, university administration, and facilitate communications with external stakeholders including prospective students, alumni, partners, vendors, and potential collaborators. This includes providing resources for academic inquiries from within and outside the ERE program, SAIS and JHU.
  • Develop recruitment strategies to increase student enrollment in ERE. This involves designing program information brochures and assisting the Associate Director with creating and implementing workshops to locate, contact, and present to environmental employers as potential prospective students.
  • Update alumni contact database with employment outcome information obtained from SAIS Development Office and searching alumni on LinkedIn. This is used to promote program outreach, identify potential alumni panel speakers, and to provide current students with a comprehensive list of employment placement for ERE alumni.
  • Promote student and alumni engagement by supporting collaboration with the Energy & Environment Club, alumni contacts, and alumni requests to post job/internship announcements.
  • Serve as a program liaison with offices at SAIS (the Registrar, Academic Affairs, Student Affairs, and Communications Office). Coordinate and/or represent the ERE Program at professional meetings and conferences.
  • Establish internship contacts and cultivating relationships with external energy and environment employers and/or agencies; this includes project management.

Knowledge, Skills and Abilities:

  • The position requires an approach which is outgoing, detail oriented, independent and proactive as well as the ability to learn and develop new systems and procedures.
  • Excellent written and oral communications skills are an essential component of the position as well as outstanding interpersonal skills that include the ability to communicate with a diversity of stakeholders on a wide range of complex topics.
  • The position requires that the person be proactive and able to manage a high volume of work with multiple competing priorities.
  • The person must have the ability to address this workflow with minimal supervision and make critical decisions using their own independent judgment in a wide variety of complex situations.
  • Flexibility and being a good team player are also skills that are essential for the position as much of the work is cooperative and collaborative in nature.
  • Requires computer literacy at the intermediate to expert level, MS Word and Excel, as well as the ability to do research on the internet and learn JHU computer programs and software systems including SIS, SAP, SharePoint, and CollegeNet 25 Live.
  • Web, marketing and networking experience is a plus.
  • Ability to maintain academic confidentiality is essential.
  • Interest and/or background in energy and environment areas very helpful.

Education, Experience, Licensure, Certification:


  • High School Diploma required
  • Bachelor’s degree. Masters preferred.
  • SAIS MA a significant advantage


  • Requires minimum of five years working in an academic-type or equivalent organizational experience
  • Additional education may substitute for required experience to the extent permitted by the JHU equivalency.
  • Experience interacting with students, faculty and other academic staff a plus
  • Knowledge of the SAIS working environment and/or the SAIS Energy, Resources and Environment Program a significant plus.
  • Must have the ability to move between different and varied tasks
  • The ability to prioritize in a fast paced multitasking environment is a must
  • Web and marketing experience a plus