The Academic Affairs is seeking a Senior Academic Program Coordinator who will provide complex administrative support to students and faculty across all our fully online, part-time programs, serving as the main point of contact between students and the OPAL Program Office. The Sr. Academic Program Coordinator will ensure smooth management of the day to-day administrative operations of the OPAL Office and is expected to act as an information resource and provide assistance for the Director, faculty, administration, and staff as well as contacts from outside the OPAL Office. This position reports directly to the Academic Program Manager for OPAL and supports the OPAL Director.
Note: This position is not eligible for visa sponsorship.
Specific Duties & Responsibilities:
Academic Program Coordination
Advise OPAL students on MAS and certificate program requirements, which includes reviewing program requirements with new and continuing students via phone, email or in person discussions. Assist faculty advisors when they are unable to answer student questions.
Assign students an academic advisor in SIS and be sure that advisor contact information is posted and shared with students as appropriate.
Provide support for OPAL students' inclusion and participation in student organizations such as Student Assembly. Manage communication regarding student organizations, membership eligibility, and the election or appointment process, if applicable.
Takes primary responsibility for maintaining the centralized OPAL email account, which involves responding to or triaging queries from students, faculty, and prospective applicants and sending program updates to students. Includes addressing questions regarding OPAL, JHSPH, and JHU policies and procedures.
Manage and input scholarship data to apply OPAL scholarships and other special funding for active students each term in the financial system (DGA), monitor related reports, and coordinate with JHSPH Student Accounts and Finance Offices to address any problems or new issues that arise.
Expected to apply strong writing skills to draft, proofread, and edit a variety of written communication materials such as letters, emails or other correspondence, and presentations for prospective, new, and continuing students. May include preparation of communication templates for students related to curriculum updates, enrollment verification, certificate completion, funding, and other academic issues.
Coordinate with JHSPH Admissions and Marketing and Communication and other offices on outreach to potential applicants.
Marketing and Communications duties including assistance with maintenance of OPAL website and program pages within the JHSPH catalogue, management of OPAL's social media accounts and postings including but not limited to YouTube, LinkedIn, Google/Gmail, Facebook, and Twitter.
Coordination and development of the department's semiannual newsletter, including editing, collecting news items, and sharing with OPAL constituents via email and social media.
Coordinate special projects related to student recruitment, engagement, events, and marketing/communications. This often involves seeking input from and collaboration with students, program faculty and directors, and other units within the school such as Marketing, Admissions, Records & Registration and the Center for Teaching and Learning.
Maintain accuracy of students lists in the OPAL degree audits, in OPAL Student Resource sites in CoursePlus, email contact lists in OPAL Office account and related lists or queries.
Support OPAL Program Manager with maintenance of student degree audits that include completed and current enrollments and related data.
Assist Program Manager with on-site or virtual OPAL-focused portion of Admitted Student Visitor Days. Coordinate campus visits of prospective applicants and newly admitted students. This involves communicating with visiting students to arrange customized visit days, including faculty visits, and campus tours.
Coordinate with the Academic Program Manager and OPAL Director to maintain content related to student orientation and support such as videos, web links and text copy in the OPAL Student Resources sites in CoursePlus. This includes coordinating updates to School-wide resources, requirements and policies, student information provided by program directors and faculty and changes requested by the OPAL Director and Program Manager.
Coordinate dissemination of OPAL orientation content for new students prior to each program start Answer follow up questions from new students regarding orientation communications and related events.
Prepare, distribute, and collect doodle polls, surveys or other questionnaires for students, faculty, and staff. Maintain electronic record of response data.
Duties as assigned.
Act as liaison between OPAL Office and JHU and JHSPH's various student service offices such as JHSAP, Disability, Career Services and Alumni relations, to connect students and alumni with appropriate resources and contacts. Serve as sounding board for students who need a place to talk. Refer as appropriate to Counseling Center, Academic Advising, Dean of Students, etc.
Participate in School administrative staff meetings (Administrative Roundtable, Staff Town Hall, etc.), OPAL Executive Committee meetings, and other meetings related to OPAL programs.
Serve, as requested, on committees, subgroups and focus groups regarding improvement to academic related policies and procedures.
Provide support for the OPAL Program Manager in processing applications, application reviews and admissions decisions. Maintain tracking databases for program applicants.
Support OPAL Teaching Assistants hiring process; send reminders and coordinate communication amongst finance office, faculty, and department reps.
Assist OPAL Director with new course development, confirming curriculum details with faculty Program Directors, entering new course proposals into the JHSPH course system, monitoring adherence to the School's course approval deadlines, etc.
Provide course-related support for faculty.
Assist other departmental academic staff, as required.
Additional cross-functional, school-wide, and university-wide projects as assigned.
Attend weekly meetings with the OPAL Director and Program Manager.
Assist with coordination of department events including periodic virtual events, and annual graduation celebration, which includes preparing invitations, and arranging for rooms and catering.
Provide administrative support including scheduling non-departmental classrooms and equipment as needed; assisting with access issues related to CoursePlus, email accounts, and SIS; as well as other duties as assigned.
Maintain the calendar of OPAL Director.
Schedule OPAL and program-specific meetings, including creating/maintaining email distribution lists and Doodle polls, responding to meeting requests, and reserving meeting rooms; attend meetings as needed.
This position requires the ability to communicate successfully via phone, email, and in-person with a diverse population of learners that may be unfamiliar with university practices and policies, or those specific to the School or OPAL.
These responsibilities require special knowledge of and compliance with the Family Educational Rights and Privacy Act (FERPA) and all federal, state and local laws, rules and regulations related to JHU.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
Five years progressively responsible administrative/academic experience, preferably in an academic environment.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Background in communication.
Experience in an academic setting is strongly preferred.
Special Knowledge, Skills & Abilities:
Must be highly organized with attention to detail and the ability to prioritize multiple responsibilities.
Possess excellent interpersonal, organizational, verbal, and written communication skills.
Ability to work effectively with students and all levels of faculty, staff, and administration within the School and University, as well as external contacts including alumni.
Proficiency with databases, spreadsheets, web sites and social media, and JHU academic systems (i.e., SIS, DGA, Courseleaf, OneDrive, Slate, Canva, WordPress, etc.) preferred.
The successful candidate must be detail-oriented, independent, and proactive and open to learning new systems and procedures.
Excellent written and oral communication skills are essential. Ability to communicate effectively, both orally and in writing, with an international constituency.
Outstanding interpersonal skills.
Must be proactive with the ability to manage a high volume of work and multiple priorities.
Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities.
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines required.
Ability to work with minimal supervision and use independent judgment to make important and critical decisions in a wide variety of situations.
On a regular and continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences and results having an impact on people, costs and quality of service.
Ability to maintain confidential and sensitive information, adhering to FERPA guidelines and other School and University policies.
Flexibility and being a team player are essential for success.
Working knowledge of Microsoft Office applications and Adobe Acrobat.
Strong knowledge of DGA, SIS, SAP, OneDrive, SharePoint, Slate, Courseleaf, Canva, WordPress are preferred
Ability to work effectively with students and all levels of faculty, staff, and administration within the University as well as external contacts including alumni and parents.
Internal/External Contacts Required:
Student, alumni, faculty, colleagues, administration within the School and University including Registrar, Admissions and Student Services
Degree of Independent Action Performed:
Works independently with minimal supervision.
Computer/Other Special Needs:
Working knowledge of Microsoft Office applications and Adobe Acrobat.
Strong knowledge of DGA, SIS, SAP, OneDrive, SharePoint, Slate, Courseleaf, Word Press are preferred.
Classified Title: Sr. Academic Program Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience) Employee group: Full Time Schedule: Monday-Friday 8:30 a.m. - 5:00 p.m. Exempt Status: Non-Exempt Location: School of Public Health Department name: Epidemiology Personnel area: School of Public Health
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. 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.
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