Academic Program Coordinator
The BSPH's Department of Health Policy and Management is seeking a Academic Program Coordinator
who will provide academic coordination, administrative assistance, and support of all department and programmatic activities. This position provides administrative support to faculty and students enrolled in the department.
The Academic Program Coordinator will work within the HPM Office of Academic Affairs and will collaborate closely with administrative and budget personnel within the department. This position requires an organized, professional who can communicate with tact and skill in a fast-paced, high-volume office.Specific Duties & Responsibilities
Academic Program Support (30%)
- Acts as the first point of contact for in-person visitors to the department's academic office, accepting packages/mail and directing visitors.
- Generates and tracks part-time teaching faculty contracts.
- Provides administrative support to the department's part-time teaching faculty.
- Monitors the HPM Course Approval email account and grant enrollment requests to HPM courses following established guidelines.
- Monitors the HPM Certificates email account and respond to general questions following established guidelines.
- Maintains departmental student list serves.
- Maintains and disseminates job postings for current students.
- Coordinates and produces program student photo directories; maintain academic program bulletin boards.
Academic Administrative Support (70%)
- Processes online forms for payment works.
- Processes travel reimbursements for faculty, staff and students.
- Completes monthly verification and reconciliation of non-salary expenses, including but not limited to matching receipts/invoices to statements, reconciling charges, noting any outstanding items and follow-up to ensure compliance with BSPH and HPM policy.
- Performs monthly reconciliations for program general funds, gifts/discretionary, and endowment accounts.
- Assists faculty and students with travel booking and expense reimbursements through Concur. Acts as the Concur expense delegate for submissions.
- Tracks and documents Pcard and Travel Card expenditures; submits expense and statement reports through Concur for approval.
- Sets up new JHU vendors through Payment Works.
- Under the direction of the Academic Office Director, coordinates aspects of prospective student visitors to the department as needed, including transportation, accommodations, meals, itineraries, room scheduling, etc.
- For academic events, coordinates everything from initial planning to day-of logistics; acts as on-site support.
- Coordinates departmental student space and manages the room reservation calendar for teaching, production, and meeting needs.
- With direction from Academic Office Director, updates inventory of Zoom pro software licenses. Updates or purchases upgrades as needed.
- Tracks the supply needs for the Academic Office and makes purchases as needed, under guidance of Academic Office Director. Acts as primary shopping coordinator in SAP.
- With direction from the Academic Office Director, schedules, creates agendas, and takes minutes for monthly office meetings.
- Maintains office calendars and sends out notifications of upcoming academic events to department personnel.
- Perform other duties as assigned.
- 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.
- Two-year degree preferred.
- Experience in a higher education environment supporting academic programs strongly preferred.
- Experience with SAP, Course Plus (or other classroom learning management system) and Concur.
- Must be pro-active with the ability to multi-task and handle competing priorities.
- Experience working in a virtual environment.
- Professional oral and written communication skills, with ability to draft basic correspondence.
- Strong proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint. Comfortable working with databases, with highly accurate data entry skills.
- Must be highly collegial with solid interpersonal skills, a demonstrated respect for diversity and the proven ability to work with a broad spectrum of faculty, student and staff populations.
Classified Title: Academic Program Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($44,900 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30 am - 5 pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Public Health
Department name: Health Policy & Management -Academic
Personnel area: School of Public Health
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
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 email@example.com. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit 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 on 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.
Note: Job Postings are updated daily and remain online until filled.
To apply, visit https://jobs.jhu.edu/job/Baltimore-Academic-Program-Coordinator-MD-21205/1078398000/
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