Academic Program Coordinator (Office of Research & Translation)

The Office of Research and Translation is seeking an Academic Program Coordinator who will administer growing academic activities in the Special Projects group, which manages a growing portfolio of projects. The Academic Program Coordinator plans, develops, and staffs programs and events, supports academic and research programs, and markets programs through social media, websites, and other communications. The successful candidate will be very detailed-oriented and who has excellent interpersonal and communication skills, oral as well as written, has the ability to work independently. They should possess strong problem-solving skills, pay attention to detail, and be able to handle multiple tasks. The Academic Program Coordinator is expected to develop extensive knowledge about academic programs, policies, procedures, and student support services. May perform duties of a sensitive and confidential nature.

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 & requirements, etc.
• Coordinate departmental events such as orientation, open house, seminars, receptions.
• Assist in preparing catalog copy and course descriptions. 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.
• Supports administrative directors with the day-to-day operations of the program.
• Upholds administrative processes/procedures, identifies and resolves issues, and provides recommendations for changes to assure efficiency.
• Screens and prioritizes incoming correspondence, inquiries, phone calls, and visitors/guests.
• Coordinates and schedules in-person and digital meetings and maintains shared calendars.
• May distribute and manage office communications and supports marketing efforts such as creation and distribution of flyers, email marketing campaigns, newsletters, listservs and social media.
• Works with the Director or Assistant Director in supporting the planning and execution of program projects and events, office activities, and meetings"including making room reservations, troubleshooting, ordering food/catering, preparing materials, making travel arrangements, processing honoraria, and greeting of guests.

Student & Faculty Support

• Works 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.
• Supports onboarding of new students through recruiting activities, orientation, and course selection.
• Answers general student queries, handles confidential information with discretion, provides limited academic advice and offers referrals to MIEF students.
• May manages student workers.

Academic Program Support

• May collect and record data; participate in the assessment and evaluation of programs.
• Supports student recruitment, organizes program applications, and assists with graduation processes and procedures.
• Runs and reviews periodic student degree audits
• Supports the evaluation and assessment of programs and activities.
• Supports general Academic Affairs needs throughout the academic year.

Budget Authority

• May participate in reconciling and tracking expenses, making judgment calls on reasonable expenses will be required.

Budget Support

• Administers daily financial operations (budget and billing verifications, changes, corrections, and updates).
• May provide support to faculty and administrative staff in monitoring and reconciling department or unit expenses against budget (monthly expenditures).
• Maintains spreadsheets utilizing financial systems and software applications (SAP/Concur/Excel).
• Assist in maintaining up-to-date records for the office procurement (PCard) and travel card and processes reimbursements.
• Places orders, verifies shipments, and resolves purchasing related issues"including purchasing office supplies and maintaining the supply room.
• Processes non-travel/vendor invoice payments, new vendor set-up requests, check requests, invoice processing, independent contractors and shopping cart/purchase orders and related requests.
• Completes other duties as assigned.

• High school diploma or graduation equivalent.
• Three years administrative/academic related experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• Bachelor's Degree and some experience in program administration in an academic environment preferred.
• Experience with database management.
• Excellent computer skills (internet and software applications.
• Ability to work independently and to be proactive.
• Highly motivated attitude with excellent problem-solving skills.
• Knowledge of the University structure as well as familiarity with WSE academic department and centers.

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: M-F, 37.5 hrs wkly
FLSA Status:Non-Exempt
Location: Hybrid/JH at Columbia Center
Department name: WSE Office of Research
Personnel area: Whiting School of Engineering