Sr. Academic Program Coordinator

Job Req ID: 114510

Sr. Academic Program Coordinator

The Department of Computer Science is seeking a Sr. Academic Program Coordinator who will be responsible for providing administrative support for the PhD program. The position will support the graduate academic team with activities related to student services, admissions, data management, payroll, PhD appointment letters, special events, student enrollment, conferral processing, and other areas as needed.

Specific PhD Program Duties & Responsibilities

Student and Program Support

• Respond to prospective student and applicant inquiries.

• Access student application data and provide reports for CS faculty admissions review.

• Process applicant admissions offers including online application updates and acceptance letters.

• Support PhD Academic Program Manager in planning and organizing virtual and in-person visits for prospective PhD students. Responsibilities may include and are not limited to contacting invited students, assisting with travel and accommodations, making campus room reservations, coordinating schedules, ordering food, tracking expenses, organizing student volunteers.

• Plan, organize, and assist with the execution of new student orientation sessions.

• Manage updates to the student database and PhD listserv.

• Assist with issuing PhD appointment letters and tracking assigned student hours and activity.

• Schedule Graduate Board Oral Exams, corresponding with faculty regarding their availability and communicating event details to participants in coordination with PhD Academic Program Manager.

• File student projects and track degree requirement completion.

• Assist with scheduling and announcements related to student defenses.

• Coordinate graduate student annual review process under the guidance of the Director of Graduate Studies and PhD Academic Program Manager.

• Work with the Office of the Registrar to settle student enrollment issues including facilitating changes in student status.

• Assist with student conferral process, to include data entry and uploading degree requirement documentation into SIS.

• Participate in WSE PhD Hooding ceremony and other commencement events.

• Maintain web page content specific to the graduate academic programs as needed.

• Assist with the organization and execution of PhD Happy Hour and Mentor Hour events.

• Send notification emails to PhD student body regarding job opportunities and campus events.

• Assist with the organization and assignment of PhD seating and workspaces.

Financial

• Communicate with finance team and faculty regarding PhD student funding and make updates to funding spreadsheets.

• Initiate actions in SAP for student payroll, adhering to posted deadlines.

• Assist with, and eventually become the primary person to input DGA entries.

• Collaborate with students, advisors, and Student Accounts to resolve financial and advising holds on student accounts.

• Coordinate PhD student travel and purchases through the JHU travel program.

• Review monthly and reconcile all charges on the departmental central bill travel card.

General

• Order food, supplies and manage communications for special events in partnership with graduate Academic Program Managers.

• Provide administrative support to the Master's and undergraduate degree program academic team as needed.

• Other administrative office-related tasks as needed.

Special Knowledge, Skills, & Abilities

• Strong organizational, administrative, and problem-solving skills and attention to detail.

• Excellent customer service skills and ability to interact effectively with students, faculty, academic officials, and staff.

• Excellent written and oral communication skills.

• Ability to multitask and manage multiple priorities as well as an ability to respond quickly to changing needs and balance competing responsibilities.

• Ability to utilize academic databases and admissions systems.

• Ability to manage, organize and analyze datasets of student and programmatic information.

• Creativity, good judgment, organizational skills, attention to detail, and ability to problem solve.

• Must be independent, professional, approachable, and team oriented.

• Understanding of maintaining sensitive data and adhering to FERPA regulations.

• Proficiency of PC-based software applications such as Microsoft Word, Excel, Outlook, and PowerPoint.

• Familiarity with DGA, SIS, SAP, SLATE and WordPress are preferred but not required.

Minimum Qualifications

• High School Diploma or graduation equivalent.

• Five years progressively responsible administrative/academic experience.

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

Preferred Qualifications

• Bachelor's Degree preferred.

• Excellent organizational, analytical, interpersonal, oral, and written communication skills.

• Ability to work independently.

Classified Title: Sr. Academic Program Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $21.00 - $36.50 HRLY (Commensurate with experience)

Employee group: Full Time

Schedule: MTWTF/7.5

Exempt Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department name: Computer Science-PhD/Postdocs

Personnel area: Whiting School of Engineering

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency

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 Completing Studies

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.

Background Checks

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.

Diversity and Inclusion

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/.

Vaccine Requirements

Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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.

Hybrid: On-site 3-4 days a week