Academic Program Coordinator (Office of Research & Translation)

The Office of Research and Academic Program Coordinator is part of the Special Projects group that manages a growing portfolio of projects. The coordinator will plan, develop, and staff programs and events, support academic and research programs, and market programs through social media, websites, and other communications. The successful candidate will be highly detail‑oriented, have excellent interpersonal and communication skills, work independently, and possess strong problem‑solving and multitasking abilities. The coordinator is expected to develop extensive knowledge of academic programs, policies, procedures, and student support services and may perform duties of a sensitive and confidential nature. The Academic Program Coordinator 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. It also coordinates administrative support services and academic program activities and acts independently to coordinate various processes and activities for an academic program. 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 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 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 guests. Student & Faculty Support Works closely with 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 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. 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). Assists in maintaining up‑to‑date records for 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. Minimum Qualifications 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. Preferred Qualifications 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 #J-18808-Ljbffr Johns Hopkins University