Classified Title: Sr. Academic Program Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.62 to $27.00 per hour Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001469-Academic Affairs Ugrad Personnel area: Whiting School of Engineering
The Senior Academic Program Coordinator supports undergraduate education initiatives and committees in the Whiting School of Engineering developed by the Vice Dean for Undergraduate Education. This position also provides support to the engineering advising team as described in specific duties below. This position reports to the Assistant Dean for Undergraduate Academic Affairs in the Whiting School of Engineering.
Specific Duties & Responsibilities:
Undergraduate Advising Support
Coordinate communication to students and departments about Advising Week each fall and spring; Coordinate summer advising processes for incoming freshmen, including keeping list of incoming new students updated; assist advisors with transfer credit evaluation process; manage faculty advisor assignment process for incoming undecided engineering students; work with WSE departments to assign faculty/departmental advisors to all incoming freshmen and transfer students each summer; prepare academic standing letters twice a year, notifying students, faculty advisers of probation and dismissal decisions. Record and track decisions in database; process student status changes (leaves of absence, transfer-out students). Support Academic Review Committee in collating materials for students requesting readmission following a period of academic dismissal and writing/distributing decision letters and informing Registrar’s Office of decisions. Monitor, track, and record compliance with required grade point average for Hodson Scholars, Clark Scholars, and Westgate Scholars, send letters as appropriate to students. Provide support as needed to the new Excellence in Academic Advising initiative, a 2-year project launching November 2018.
Academic Affairs Support
Provide agenda support to Vice Dean for monthly JACAPP (Joint Administrative Committee on Academic Policies and Procedures) meetings during one half of academic year; secure annual approval of Whiting School Curriculum Committee membership with Vice Dean, Student Government Association, and Academic Council. With Vice Dean and Assistant Dean, create agendas and take minutes at Curriculum Committee meetings, as needed.
General Engineering Program and Course Management Serve as liaison between the Registrar’s Office and appropriate faculty regarding all course management issues for General Engineering course offerings such as HEART seminars, Gateway Computing and Bootcamp courses, and any other initiatives as directed by Vice Dean, including scheduling and room reservation requests each term (fall and spring semesters and intersession/summer terms); attend quarterly meetings hosted by Registrar’s Office Scheduling Team to remain up-to-date on processes; perform all processes related to hiring and paying HEART seminar instructors and their faculty mentors, as well as other instructors retained on a temporary basis to teach General Engineering courses; update annual catalog entry for General Engineering program; work with Vice Dean of Undergraduate Education to update B.A. General Engineering Advising Manual annually. Manage major declaration and faculty advisor assignment for students entering the B.A. in General Engineering program.
Student Records Maintain the official University graduation list (undergraduate) for the School of Engineering and submit the final official list to the President’s Office and the Board of Trustees for official certification of records. This is a detailed, year-round process for three separate degree conferral dates. The work requires precise communication with all Whiting School departments, several Arts and Sciences departments, the Arts and Sciences Advising Office, and the Registrar’s Office. Managing the list accurately requires tracking and recording numerous changes; Coordinate the Academic Standing review process each January and June. Includes updating, producing and distributing letters/lists of academic decisions to relevant campus offices; communicating with students seeking readmission following academic dismissal regarding submission of materials/status of request; Collaborate with Registrar’s Office as various forms and processes migrate from paper-based to online: review forms, and evaluate and test new processes as they are developed.
Website and Communication Support
Collaborate with WSE Marketing and Communications team to provide timely dissemination of comprehensive information about a variety of WSE programs and events to students and other audiences; update content of Academic Affairs section of WSE website to ensure accuracy timeliness, and accessibility on ongoing basis; Participate in annual update of Undergraduate Academic Affairs website.
Maintain a university procurement card; serve as backup to Administrative Coordinator for calendar, shared office email account coverage, financial transactions, student group support and front desk/phone coverage responsibilities.
Supervise one Administrative Coordinator
Minimum Qualifications (Mandatory):
High School Diploma/GED required.
Five years of progressively responsible academic/administrative experience required.
Additional education may substitute for experience. Experience providing management support including demonstrated writing ability.
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.
Bachelor’s degree preferred.
Supervisory experience preferred.
Special Knowledge, Skills, and Abilities:
Experience in a customer-service oriented environment including daily in-person, electronic, and telephone communication with clients/customers.
Exceptional oral, written, and interpersonal communication skills.
Strong proofreading skills.
Demonstrated organizational skills with proven ability to prioritize workload and work in a busy environment with frequent interruptions.
Ability to work collaboratively as part of a team.
Ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.
Excellent computer literacy, word processing, and spreadsheet skills.
Experience in administrative support in an office setting including maintaining electronic filing system and working with confidential materials.
Demonstrated interpersonal skills to interact with a wide range of internal and external contacts.
Working knowledge of SAP strongly preferred.
Knowledge of JHU or other student information system preferred.
Knowledge of JHU administrative policies and procedures preferred.
Experience working with academic policies preferred.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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