Academic Program Coordinator

Job Req ID: 113495

Academic Program Coordinator

The Post-Baccalaureate Premedical Program at Johns Hopkins University is seeking an Academic Program Coordinator to coordinate, facilitate, and implement academic support services and program services, as well as duties supporting student services, including but not limited to assisting in registration, general program communications, managing catering for events and scheduling classrooms as needed. The Academic Program Coordinator also oversees the Post-Baccalaureate Premedical Program's online application, including managing incoming documents, coordinating applicant interviews, and managing correspondences. This is a fully in-person position, working 28 hours per week.

The Johns Hopkins Post-Baccalaureate Premedical Program is a one-year program that prepares recent college graduates and career-changers for admission to medical school. Students participate in undergraduate coursework, an advising class taught through the program, one-on-one advising, and a Medical Tutorial Program coordinated with the Johns Hopkins School of Medicine.

Specific Duties & Responsibilities

• Foster and contribute to a forward-thinking and service-oriented culture of integrity, respect, and equity.

• Work closely with the Director and Assistant Director of the Post-Baccalaureate Program on program projects and day-to-day program management.

• Continuously, exercise administrative judgment and assume responsibility for decisions, consequences, and results that have an impact on people, costs, and the quality of service offered within the office.

Administrative Support

• Manage day-to-day operations of the Program, including logistics, communications, and follow-up with University colleagues, students, alums, applicants, and external partners.

• Perform routine administration functions, including scheduling, document management, filing, scanning, processing mail, ordering office supplies, and serving as a receptionist for visitors to the office.

• Keep current applicant and student files up to date while scanning and archiving alumni files.

• Monitor, coordinate, develop, and improve internal processes.

• Coordinate hiring and onboarding for tutors and others as needed; enter weekly tutoring hours into SAP.

• Collect and analyze data, create reports, review and explain trends to support marketing, admissions, program delivery, and student support improvements.

• Identify places for improvement and generate new ideas to drive program growth.

• Coordinate the procedures for processing letters and other documents for medical school recommendations.

• Appropriately process financial documentation including but not limited to travel expenses reports, application, and deposit fees; process office and event-related expenses; reconcile monthly financial statements.

Admissions and Application Duties

• Serve as the first point of contact for applicant questions via email, phone, and during online Information Sessions; provide detailed information to applicants and prospective applicants about the program.

• Support key student recruitment events including Information Sessions and Visit Days.

• Collect, verify authenticity, and check in applicant credentials/documents in a timely fashion.

• Administer the online application system and oversee the daily processing of online applications, ensuring that applications flow through the application life cycle efficiently and staff and applicants are well-informed.

• Oversee scheduling of applicant interviews and related application decision communication.

Student Services Coordination

• With oversight from the Assistant Director, assist students with registration in required courses and coordinate with the Registrar's Office to facilitate student enrollment.

• Prepare and distribute information to students regarding program services and University support.

• Draft and assist in the production of high-quality presentations, memos, and materials, for example, the new student orientation packets and presentations.

Special Knowledge, Skills, & Abilities

• Strong knowledge of computer operations, including Microsoft Office (Word, Excel, PowerPoint, etc.)

• Proven track record of managing multiple projects and calendars simultaneously and meeting tight deadlines.

• Superior organizational skills and ability to set priorities and respond quickly as priorities change.

• Clear ability to think creatively and solve problems as well as courage for testing new ideas.

• Demonstrated strong customer service orientation treating others with respect, empathy, and patience.

• Must be detail-orientated and well-organized.

• Strong communication skills in both writing and written formats with the ability to independently create appropriate and professional documents.

• Ability to work efficiently, successfully, and autonomously with minimal supervision.

Minimum Qualifications

• High School Diploma or graduation equivalent.

• Three years administrative/academic related experience.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• A college Degree is preferred.

• Experience in admissions or university student service preferred.

• Experience in program coordination or project management in an academic setting.

• SAP knowledge is helpful.

• Experience with social media and marketing.

• Experience working with administrators, faculty, and students.

Classified Title: Academic Program Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.00 - $25.75 - $33.50 HRLY (Commensurate with experience)

Employee group: Full Time

Schedule: Monday - Friday, 28hrs per week

Exempt Status: Non-Exempt

Location: Homewood Campus

Department name: Postbac Premed

Personnel area: School of Arts & Sciences

Total Rewards

The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. 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 upon campus. 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.

Homewood Campus