The Post-Baccalaureate Premedical Program at Johns Hopkins University is seeking an Academic Program Coordinator to coordinate, facilitate and implement academic support services and program services as well as duties supporting student services including but not limited to assisting in registration, general program communications, managing catering for events and scheduling classrooms as needed.
The Academic Program Coordinator also oversees the Post-Baccalaureate Premedical Program's online application, including managing incoming documents, coordinating applicant interviews and managing correspondences.
The Johns Hopkins Post-Baccalaureate Premedical Program is a one-year program that prepares recent college graduates and career-changers for admission to medical school. Students participate in undergraduate coursework, an advising class taught through the program, one-on-one advising, and a Medical Tutorial program coordinated with the Johns Hopkins School of Medicine.
In-person/on campus position in Baltimore, MD (Homewood Campus)
28 hours per week
Specific Duties & Responsibilities:
Foster and contribute to forward-thinking and service-oriented culture of integrity, respect and equity.
Work closely with the Director and Assistant Director of the Post-Baccalaureate Program on program projects and day-to-day program management.
On a continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences, and results that have an impact on people, costs and the quality of service offered within the office.
Manage day-to-day operations of the Program, including logistics, communications and follow-up with University colleagues, students, alums, applicants and external partners.
Perform routine administration functions, including scheduling, document management, filing, scanning, processing mail, ordering office supplies, and serve as a receptionist for visitors to the office.
Keep current applicant and student files up to date while scanning and archiving alumni files.
Monitor, coordinate, develop and improve internal processes.
Coordinate hiring and onboarding for tutors and others as needed; enter weekly tutoring hours into SAP.
Collect and analyze data, create reports, review and explain trends to support marketing, admissions, program delivery and student support improvements.
Identify places for improvement and generate new ideas to drive program growth.
Coordinate the procedures for processing letters and other documents for medical school recommendations.
Appropriately process financial documentation including but not limited to travel expenses reports, application and deposit fees; process office and event related expenses; reconcile monthly financial statements.
Admissions & Application Duties:
Serve as the first point of contact for applicant questions via email, phone and during online Information Sessions; provides detailed information to applicants and prospective applicants about the program.
Support key student recruitment events including Information Sessions and Visit Days.
Collect, verify authenticity, and check-in applicant credentials/documents in a timely fashion.
Administer the online application system and oversee the daily processing of online applications, ensuring that applications flow through the application life cycle in an efficient manner and staff and applicants are well-informed.
Oversee scheduling of applicant interviews and related application decision communication.
Student Services Coordination:
With oversight from the Assistant Director, assist students with registration in required courses and coordinate with Registrar's Office to facilitate student enrollments.
Prepare and distribute information to students regarding program services and University support.
Draft and assist in the production of high-quality presentations, memos and materials, for example the new student orientation packets and presentations.
Minimum Qualifications (Mandatory):
High School Diploma/GED.
3 years of administrative/academic related experience.
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.*
* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may be substituted for one year of experience. For jobs where equivalency is permitted, up to 2 year of non-related college coursework may be applied towards the total minimum education/experience required for the respective job.
College Degree is preferred.
Experience in admissions or university student service preferred.
Experience in program coordination or project management in an academic setting.
SAP knowledge is helpful.
Experience with social media and marketing.
Experience working with administrators, faculty and students.
Special Knowledge, Skills & Abilities:
Strong knowledge of computer operations, including Microsoft Office (Word, Excel, PowerPoint, etc.)
Proven track record of managing multiple projects and calendars simultaneously and meeting tight deadlines.
Superior organizational skills and ability to set priorities and respond quickly as priorities change.
Clear ability to think creatively and solve problems as well as courage for testing new ideas.
Demonstrated strong customer service orientation treating others with respect, empathy and patience.
Must be detail-orientated and well-organized.
Strong communication skills in both writing and written formats with the ability to independently create appropriate and professional documents.
Ability to work efficiently and effectively with limited supervision.
Classified Title: Academic Program Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience) Employee group: Full Time Schedule: 28.0 hrs/ Monday - Friday Exempt Status: Non-Exempt Location: Homewood Campus Department name: Postbac Premed Personnel area: School of Arts & Sciences
The successful candidate(s) for this position will be subject to a pre-employment background check.
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.
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.
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.
Note: Job Postings are updated daily and remain online until filled.
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