Sr. Academic Program Coordinator

We are seeking a Sr. Academic Program Coordinator  who will support the educational programs in the WSE Department of Computer Science as a member of the academic team. The position will provide advisory and administrative support for students, faculty, and departmental staff, maintain course schedules, build and strengthen relations with alumni and recruiters, assist with student programs and events, and interact with various departmental stakeholders as well as colleagues across campus. This position requires a high degree of attention to detail and excellent interpersonal skills. Qualified candidates must be polite, friendly, professional and a team player. This position requires an individual who is highly organized and able to prioritize and handle multiple tasks in a fast-paced environment.

Specific Duties & Responsibilities

Student/Program Support (45%)

• Respond to questions and inquiries regarding program options.
• Process requests for declaration of major or minor. Inform students what documents need to be prepared. Meet with the student to review documents.
• Advise undergraduate minors on course selections and approve custom programs of study in consultation with the DUS.
• Respond to questions and inquiries regarding requirements for the combined CS BS/MSE program.
• Serve as sounding board for students who need a place to talk. Refer as appropriate to Counseling Center, Academic Advising, Student Life, etc.
• Manage the course assistant hiring process. Tasks may include posting call for applications and updating application system, vetting applicants, compiling application data, and communicating hiring decisions.
• Provide administrative support to departmental student groups including ordering materials and supplies, assisting with special events including promotion and event logistics (catering, space, etc...)
  
• Schedule bi-annual faculty research information sessions for students.
• Assign faculty mentors and advisors for students. Assist students/faculty in scheduling meetings with each other.
• Manage the [email protected] inquiries and route to the appropriate departmental contact.
• Process for annual departmental awards – nominations, data compilation, selections, certificates, payments.
• Meet with prospective candidates and walk-in visitors and share information about the programs and degree options.
• In coordination with the Communications Specialist and/or the Associate Chair for Education, maintain all program literature including CS webpages related to the programs, advising manuals, and marketing brochures, ensuring they are up to date and accurate.
• Work with school level and departmental staff to plan and execute open house sessions for prospective and incoming students.

Scheduling/Data Management (35%)

• Manage all departmental course scheduling to include making updates in CLSS each semester, ensuring timely submission of new course worksheets, processing changes, working closely with the Associate Chair for Education, faculty and the Registrar’s Office, requesting classroom assignments and equipment.

• Assist with university catalog revisions and updates for all programs. Make changes using CourseLeaf and submit to Registrar for publication.

• Curate current and past student data to include enrollment data, graduation statistics, post-graduation activities. Administer and compile student exit surveys.

• Provide administrative support to the CS curriculum committee as needed.

• Manage ABET document and data collection and organization at the direction of the ABET faculty lead.

• Compile student and/or program data for departmental committees and external surveys.

• Schedule mock lectures and coordinate interview schedules for new teaching faculty.

• Maintain departmental student email lists.

• Create and maintain databases of graduated students. Collect and update information including post-graduation employment and/or post-baccalaureate education.

Events Coordination (15%)

• Serve as the administrative lead for student/alumni networking events scheduled throughout the academic year. Tasks include scheduling meetings of the planning committee, arranging for event space, ordering food and supplies for the events, and staffing the events as needed.

• Assist with the preparation and execution of the annual Hop Hacks event. This may include preparing sponsor invoices and tracking payments, ordering food and merchandise, reserving space, etc.
• Assist all student groups with planning and execution of events as needed.
• Assist with planning and execution of orientation sessions for incoming students.
• Coordinate CS attendance at the Grace Hopper and Richard Tapia conferences including managing student participation and registration process.
• Assist with CS participation in undergraduate research related activities and events such as WSE Design Day and DREAMS.
• Provide support for departmental commencement-related events.

Other Duties (5%)

• As needed, provide assistance with organizing, set up, and cleanup of departmental events.
• Respond to external inquiries for technical assistance and student employment opportunities.
• Other duties as assigned.

Minimum Qualifications

• High School Diploma/GED, with Bachelor's degree preferred.
• Five years progressively responsible administrative/academic experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor’s Degree preferred.
• Experience in an academic setting is strongly preferred.

Special Skills & Knowledge

• Skilled in friendly and professional interactions.
• Excellent written and oral communication skills.
• Must have strong organizational skills and ability to learn new tasks and processes.
• Proficiency with Microsoft Word and Excel required.
• Familiarity with Adobe Acrobat is preferred.
• Microsoft PowerPoint experience is desirable.
• Knowledge of JHU systems – SIS, Canvas, Course Leaf, and SAP desirable. Background in Computer Science is a plus but not required.

Classified Title: Sr. Academic Program Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($55,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: MTWTF/7.5
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: ​​​​​​​Computer Science - Course Assistants
Personnel area: Whiting School of Engineering 

Total Rewards
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
Learn more:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information

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 protected] . 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.

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