Senior Academic Program Coordinator
Job Req ID: 15327
Senior Academic Program Coordinator
Provide administrative and academic support for the department of Applied Mathematics & Statistics within the Whiting School of Engineering. The position will focus primarily on the coordination of a new master's program, but will also be involved in the overall academic support of the department which includes an undergraduate program, three master’s programs and a PhD program.
Primary Job Functions:
Admissions (Data Science Master’s program):
- Oversee the application process.
- Respond to applicant inquiries.
- Access and maintain data for student applications and make accessible to faculty for review.
- Generate and send admissions letters. Manage responses from admitted students.
- Coordinate and manage documents and process for enrolling new students.
- Advise international students on the necessary documents and processes for enrollments.
- Generate statistical reports related to application and admission data.
- Review and update program information on department webpage.
- Provide enrollment tracking by maintaining a spreadsheet of enrollments in all AMS courses, providing to Chair and surveys as needed.
- Organize new student orientation sessions.
- Advise and assist students with academic and administrative concerns.
- Advise students and faculty on registration process and deadlines.
- Advise students on academic requirements.
- Manage electronic database for student related data.
- Verify and report completion of student requirements, particularly those that relate to graduation.
- Learn and assist faculty with the frequently changing electronic application systems as well as the student entry support system (SIS), student health insurance and tuition tracking system (DGA) and graduation systems, both electronic and manual.
- Enter student funding information into Slate, and the SIS DGA student database.
- Prepare various letters for students for travel, employment, funding, OPT, CPT, visas and part-time registration.
- Prepare documentation for visiting students. Communicate with the visiting student(s) and sponsoring faculty regarding requirements for enrollment paperwork, payroll information, and documents related to the visa process for any international visiting students.
- Participate in school academic coordinator and graduate program meetings.
- Serve, as requested, on committees, subgroups and focus groups regarding improvement to academic related policies and procedures.
- Use SIS to enter grade changes as necessary.
- Assist with advising undergraduate minors on AMS program requirements, which requires a review of minor requirements with each new student declaring the minor. Answer questions regarding requirements and AMS, WSE, and JHU policies and procedures from AMS minors and prospective AMS minors.
- Prepare, distribute and collect exit surveys for undergraduate students.
- Maintain electronic record of response data.
- Organize summer orientation/intersession activities.
Manage expenses related to orientation and intersession events.
Assist with student payroll.
- Assist the Academic Program Administrator with scheduling of Graduate Board Oral exams for PhD students.
- Maintain database of alumni and include them in departmental e-mailings and notices of upcoming events.
- Coordinate distribution of internship and independent study opportunities.
- Provide guidance to students and faculty on completion/submission of Internship/Independent Study forms.
- Provide guidance to MSE Data Science students with locating internships/jobs.
- Advise MSE students of the specific requirements/process (both academic and immigration issues) and track students’ compliance.
- Assist with updating the department entry in the university course catalog.
- This position communicates formally and informally to share information and resolve problems with current and prospective students as well as JHU offices including the Registrar’s Office, Financial Aid office, Graduate Board, Graduate Admissions, WSE Office of Academic Affairs, Office of International Student and Scholar Services, Student Employment Services, Career Center, department faculty, JHU departmental academic coordinators, WSE Development and Alumni Relations.
- Makes recommendations to the faculty regarding admissions and academic policies and procedures.
- Assist with coordination of department events including weekly seminars, periodic lectures, picnics and annual graduation luncheon, which includes preparing brochures, and arranging for rooms and catering.
- Participate in annual Engineering open house, which involves preparing handouts and representing department to interested students, discussing programs and admissions requirements.
- Coordinate marketing initiatives and maintain external relations related to programs.
- Coordinate course evaluations and maintain evaluation records
Minimum Qualifications (Mandatory):
High School Diploma/GED. 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.
Bachelor’s degree preferred.
Significant, relevant experience may substitute for degree requirement.
Special Knowledge, Skills, and Abilities:
- The successful candidate must be detail-oriented, independent and proactive and open to learning new systems and procedures.
- Excellent written and oral communication skills are essential.
- Outstanding interpersonal skills.
- Must be proactive with the ability to manage a high volume of work and multiple priorities.
- Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities.
- Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines required.
- Ability to work with minimal supervision and use independent judgment to make important and critical decisions in a wide variety of situations.
- On a regular and continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences and results having an impact on people, costs and quality of service.
- Ability to maintain confidential and sensitive information.
- Flexibility and being a team player are essential for success.
- Working knowledge of Microsoft Office applications and Adobe Acrobat.
- Strong knowledge of DGA, SIS, SAP, JBox, Slate, Courseleaf, Word Press are preferred.
- Ability to work effectively with students and all levels of faculty, staff, and administration within the University as well as external contacts including alumni and parents.
Classified Title: Senior Academic Program Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $19.62 - $27.00 per hour
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001484-Applied Math Admin
Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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