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Job description
The Department of International Health at the Johns Hopkins Bloomberg School of Public Health is seeking an Academic Program Coordinator.
The Academic Program Coordinator will provide complex programmatic, administrative, curricular, and project support for the administrative and faculty directors, faculty, and students/learners of the assigned program. This position serves as the point of contact for the program and assists with the focus area activities. This position will also coordinate administrative support services and academic program activities and act independently to coordinate various processes and activities for an academic program.
Specific Duties & Responsibilities
Administrative and Event Support
Prepare teaching contracts, payroll, course schedules, syllabi, textbook selections and orders, exam schedules, academic advising assignments and schedules, etc.
Create and maintain faculty, student and course information records.
Provide information to students about admission criteria, program offering, degree prerequisites and requirements, etc.
Coordinate departmental events such as orientation, open house, seminars, and receptions.
Assist in preparing catalog copy and course descriptions and follow up on production.
May monitor departmental funds and grants expenditures. Reconcile reports and resolve expenditure discrepancies.
Compose and prepare routine correspondence to students and faculty.
Implement processes and procedures for exams.
Implement processes and procedures related to the admissions process.
Maintain various databases and paper records.
Staff credentialing and other related committees.
Schedule and coordinate meetings and appointments.
Support administrative directors with the day-to-day operations of the program.
Uphold administrative processes/procedures, identify and resolve issues, and provide recommendations for changes to ensure efficiency.
Screen and prioritize incoming correspondence, inquiries, phone calls, and visitors/guests.
Coordinate and schedule in-person and digital meetings and maintain shared calendars.
May distribute and manage communications and support marketing efforts such as creation and distribution of flyers, email marketing campaigns, newsletters, listservs and social media.
Work with program leaders to support the planning and execution of program projects and events, office activities, and meetings, e.g. make room reservations, troubleshoot problems, order food/catering, prepare materials, make travel arrangements, process honoraria, etc.
Student & Faculty Support
Work closely with the faculty support coordinators onboarding faculty and supporting administrative requests such as copying (syllabi, exams, articles), proctoring/disbursing exams, classroom support and expense requests.
Support onboarding new students through recruiting activities, orientation, and course selection.
Answer general student queries, handle confidential information with discretion, provide limited academic advice, and offer referrals to students.
May manage student workers.
Academic Program Support
May collect and record data; participate in the assessment and evaluation of programs.
Support student recruitment, organize program applications, and assist with graduation processes and procedures.
Run and review periodic student degree audits.
Support the evaluation and assessment of programs and activities.
Support general Academic Affairs needs throughout the academic year.
Budget Authority
May participate in reconciling and tracking expenses and assess reasonable expenses.
Budget Support
Administer daily financial tasks, e.g. budget and billing verifications, changes, corrections, and updates.
May provide support to faculty and administrative staff in monitoring and reconciling department or unit monthly expenses against budget.
Maintain spreadsheets utilizing financial systems and software applications.
Assist in maintaining up-to-date records for the office procurement (PCard) and travel card and process reimbursements.
Place orders, verify shipments, and resolve issues related to purchasing supplies.
Process non-travel/vendor invoice payments, new vendor set-up requests, check requests, invoice processing, independent contractor and shopping cart/purchase orders and related requests.
Other duties as assigned.
In addition to the duties described above
Maintaining various databases of students and alumni related requirements, communication, examinations.
Develop presentations to advisors, current and prospective students.
Minimum Qualifications
High school diploma or graduation equivalent.
Three years of related 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 in program administration in an academic environment.
Experience with handling sensitive and confidential information.
Experience with Johns Hopkins systems.
Experience in administration at a higher education institution.
Experience in program administration in an academic environment.
Strong AI skills.
Developing automation skills.
Experience with sensitive and confidential information.
Advanced proficiency with computer programs related to database, spreadsheets, writing, surveys, and presentations. Strong oral and written communication skills.
Proficient in Microsoft products like Excel, Word, Powerpoint, and Outlook, survey programs like Qualtrics or SurveyMonkey.
Technical Skills and Expected Level of Proficiency
Administrative Skills - Awareness
Database Management Systems - Advanced
Event Coordination - Moderate
Financial Administration - Awareness
Office Procedures - Awareness
Oral and Written Communication - Moderate
Project Management - Awareness
Record Keeping - Advanced
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
Classified Title: Academic Program Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday to Friday: 9:00am - 5:00pm
FLSA Status:Non-Exempt
Location: School of Public Health
Department name: Department of International Health
Personnel area: School of Public Health
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Who can apply
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