Academic Program Coordinator (Advanced Studies in Education)

We are seeking an Academic Program Coordinator who will provide complex programmatic, administrative, curricular, and project support for the administrative and faculty directors, faculty, and students of the assigned program. This position serves as the point of contact for the program and assists with the focus area activities. This position will also coordinate administrative support services and academic program activities and act independently to coordinate various processes and activities for an academic program.

Specific Duties and 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 manage student workers.

Academic Program Support

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

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 related requests.
• Completes other duties as assigned.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Three years of 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.

Preferred Qualifications

• Bachelor’s Degree and some experience in program administration in an academic environment preferred.
• Previous work experience in administration at a higher education institution.
• Experience with SAP and Concur preferred.
• Experience with sensitive and confidential information.
• Experience working with FT working education professionals completing degrees.
• Experience using Canvas LMS and SLATE Admissions tools.
• Experience working with doctoral students.

Technical Skills and Expected Level of Proficiency

• Administrative Skills - Awareness
• Database Management Systems - Awareness
• Event Coordination - Awareness
• Financial Administration - Awareness
• Office Procedures - Awareness
• Oral and Written Communication - Awareness
• Project Management - Awareness
• Record Keeping - Awareness

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

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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: Monday - Friday

FLSA Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department name: Advanced Studies in Education

Personnel area: School of Education