Senior Academic Program Coordinator

Maryland, United States
$19.62 to $27.00 per hour
25 Jan 2019
End of advertisement period
25 Apr 2019
Contract Type
Full Time

Classified Title: Sr. Academic Program Coordinator
​​​​​Role/Level/Range: ATO 37.5/03/OF 
Starting Salary Range: $19.62 to $27.00 per hour
Employee group: Full Time 
Schedule: M-F 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 01-MD:Homewood Campus 
Department name: 10001490-Dept of Electrical and Computer Engrg 
Personnel area: Whiting School of Engineering

General Summary

 Manage and coordinate all MSE and PhD graduate activities related to academic affairs, including recruitment, admissions, policy management, scheduling, financial services, data management, student services, accreditation and event planning. Advise students beginning with initial inquiry, admissions process, acceptance, course planning, work/research assignments and graduation plans to ensure the success of not only each student, but the program as a whole. 


  • Actively recruit and serve as point of contact for prospective students.
  • Respond to applicant inquiries and meet with visiting prospective students.
  • Manage the application process for graduate students by maintaining student application data (e.g., transcripts, GPA, GRE, and TOEFL scores relevant to graduate admissions). Prepare material for ease of accessibility to ECE and joint/secondary faculty for review.
  • Using SLATE, categorize applicants for evaluation based upon credentials, and create statistical reports for the graduate recruiting committee. Notify applicants of results.
  • Prepare and send admitted student acceptance packets, communicating offer of admission, level of support, and procedures after acceptance. Manage decisions from admitted students.
  • Plan and organize Open House for admitted students. Design and create visitor information packets and reserve space for group events. Design event around lab/faculty interviews and meeting with current students. Follow up with prospective students through surveys and email.
  • Coordinate and manage documents and process for enrolling new students. This includes advising international students on necessary documents and processes for enrollment.

Student Services:

  • Organize new graduate student orientation.
  •  Provide a safe environment for students who need a place to talk about concerns. Refer as appropriate to Counseling Center, Academic Advising, Student Life, etc. Follow-up with students if necessary.
  • Coordinate scheduling of student oral exams and dissertation defense presentations. Distribute results to the appropriate offices and update departmental student records/databases related to these results.
  • Ensure accurate entry of student funding information in ISIS and DGA student databases for about 150 graduate students.
  • Advise and assist students with academic, financial, and administrative issues. Maintain student records.
  • Prepare various letters for students for travel, employment, funding, OPT/CPT, visas, and part-time registration.
  • Compile and submit data for NSF/NIH, Peterson’s, and other national surveys.
  • Monitor graduate student grades and notify advisors if students must be placed on probation. 
  • Act as liaison with faculty, management, and staff from various departments throughout the university (i.e. JHU SOM) to ensure student success in research and financial obligations.
  • Verify and report completion of student requirements to the Graduate Board and WSE Office of Academic Affairs.

ABET Accreditation: 

  • Assist the undergraduate program coordinator with course data collection for ABET review.
  • Assist in providing data related to academics for the departmental self-study report. Map outcomes and generate statistical data from assessments.

Departmental/Operational Duties:

  • Responsible for compliance of the academic program with University and WSE requirements and standards.
  • Recommend and implement new policies and/or update existing policies. Advise faculty in regards to student/academic policy changes.

Scheduling/Data Management:

  • Work with faculty and Office of the Registrar to manage course scheduling and maintenance, room scheduling, review sessions, and exams.
  • Maintain and update student, staff, faculty, visitor pages, news, and alumni pages of the ECE department website.
  • Manage graduate and undergraduate email lists.
  • Complete survey
  • s, research statistics, etc. for WSE Academic Affairs office


  • Process graduate/undergraduate student payroll for the department.
  • Process graduate student DGA (tuition and health insurance).
  • Monitor ECE students conducting research in other divisions and interactive with financial management in those areas to maintain support.

Minimum Qualifications

  • High School Diploma/GED required.
  • Bachelor’s degree preferred. Five years progressively responsible administrative/academic 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.  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.

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 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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