Academic Program Coordinator (Academic Affairs)

The Doctor of Public Health (DrPH) Program at the Johns Hopkins Bloomberg School of Public Health is seeking an Academic Program Coordinator.

The Academic Program Coordinator will provide complex programmatic, administrative, curricular, and project support for the administrative and faculty directors, faculty, and students/learners 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 & 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 and requirements, etc.
• Coordinate departmental events such as orientation, open house, seminars, and receptions.
• Assist in preparing catalog copy and course descriptions and 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.
• Support administrative directors with the day-to-day operations of the program.
• Uphold administrative processes/procedures, identify and resolve issues, and provide recommendations for changes to ensure efficiency.
• Screen and prioritize incoming correspondence, inquiries, phone calls, and visitors/guests.
• Coordinate and schedule in-person and digital meetings and maintain shared calendars.
• May distribute and manage communications and support marketing efforts such as creation and distribution of flyers, email marketing campaigns, newsletters, listservs and social media.
• Work with program leaders to support the planning and execution of program projects and events, office activities, and meetings, e.g. make room reservations, troubleshoot problems, order food/catering, prepare materials, make travel arrangements, process honoraria, etc.

Student & Faculty Support

• May manage student workers.
• Answer general student queries, handle confidential information with discretion, provide limited academic advice, and offer referrals to students.
• Support onboarding new students through recruiting activities, orientation, and course selection.
• Work 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.

Academic Program Support

• Support general Academic Affairs needs throughout the academic year.
• Support the evaluation and assessment of programs and activities.
• Run and review periodic student degree audits
• Support student recruitment, organize program applications, and assist 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 and assess reasonable expenses.

Budget Support

• Administer daily financial tasks, e.g. budget and billing verifications, changes, corrections, and updates.
• May provide support to faculty and administrative staff in monitoring and reconciling department or unit monthly expenses against budget.
• Maintain spreadsheets utilizing financial systems and software applications.
• Assist in maintaining up-to-date records for the office procurement (PCard) and travel card and process reimbursements.
• Process non-travel/vendor invoice payments, new vendor set-up requests, check requests, invoice processing, independent contractor and shopping cart/purchase orders and related requests.
• Place orders, verify shipments, and resolve issues related to purchasing supplies.
• Other duties as assigned.

In addition to the duties described above

• Advise students and faculty on policies, eligibility requirements, timelines, and procedures for all DrPH exams

• Manage program forms and guidance on DrPH program requirements, including distinctions and complexities for the 8 concentrations and 6 tracks. As needed, coordinate updates to forms and guidance.

• Manage requests to sit for exams, including scheduling and review of documents submitted for verification,
• Ensure information is aligned with other School and University systems (e.g., data from the Office of Registrar & Records),
• Ensure accommodations due to disabilities are implemented in exam administration,
• Maintains the CoursePlus sites for DrPH exams and updates sites as appropriate,
• Prepares and issues formal communications about exam outcomes to students, Faculty Advisors, Program Advisors, Concentration/Track Directors, Program Leadership, and to external offices (e.g., Office of Records & Registration).
• Updates student records with information about completion of milestones (e.g., DrPH exams and the DrPH Practicum).
• Develop, maintain, and analyze program metrics related to outcomes of doctoral examinations, including number of students taking exams, pass rates, and trends over time.
• Produce and analyze reports utilizing SIS, and other University systems to support accreditation, enrollment management, strategic planning, and program decision-making.
• Serve as DrPH Program Liaison to Academic Affairs and JHURA for processing Data Use Agreements (DUA) with external organizations.

• High School Diploma or graduation equivalent
• Three years administrative/academic related experience
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula

• Bachelor’s Degree.
• Experience in program administration in an academic environment.
• Experience in administration at a higher education institution.
• Familiarity with BSPH’s Student Information Systems and CoursePlus

• Experience with handling sensitive and confidential information.
• Demonstrated ability to work independently and exercise sound judgment. Strong analytical and problem-solving skills.

• Excellent organizational and project management skills. Strong written and verbal communication skills.

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.

Classified Title: Academic Program Coordinator   
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.65 - $34.75 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday to Friday: 8:30am – 5:00pm 
FLSA Status: Non-Exempt 
Location: Hybrid/School of Public Health  
Department name: Sr Assoc Dean for Acdmc Affairs Off of   
Personnel area: School of Public Health