Academic Program Coordinator

We are seeking an Academic Program Coordinator for the Department of Economics with the Johns Hopkins University Krieger School of Arts and Sciences (KSAS).

The primary purpose of this position is to manage and support all aspects of academic administration, including, but not limited to, admissions and enrollments, PhD appointment letters, Job Market, and degree conferral processing for the PhD program in the Economics Department.

Specific Duties & Responsibilities

Admissions and Enrollments

• Coordinate the admissions inquiry process year-round, via emails, phone calls and walk-ins, of perspective students who have expressed an interest in the Economics Ph.
• D. program and / or have submitted their application materials. This includes large volumes of emails, especially during the months of August through June, requesting detailed explanations of various program requirements;

updates of receipt of application materials and responding to individual questions, concerns and problems.

• Manage the application process utilizing the Slate system, in accordance with Graduate Admissions' instructions.
• Enter department financial support in the Slate system for each admission offer.
• Utilize the Slate system for tracking applicant's offer decisions; running reports and creating excel databases for applicant statistics of each admission cycle.

The department receives approximately 450 applications each year.

• Track the 'accepts' and 'declines' of initial admission offers. Offer letters are emailed to applicants the 2nd week of March of each year with an April 15th response deadline.
• Responsible for assisting in the management of an efficient enrollment process of approximately 10 admitted students through the Slate system, ensuring accuracy and completion while keeping in-line with the Admissions Office, the Registrar's Office and Office of International Services' procedures.

Job Market Administration

• Maintain the electronic folders of 10 to 15 PhD Job Market candidates each year.
• Serve as the reference letter proxy for approximately 21 faculty members.
• Responsible for uploading reference letters to several job market systems : EconJobMarket.org; AcademicJobsOnline.org;

Interfolio; AEA / JOE, as well as responding to individual email requests from various universities and private sector employers.

• Maintain and reconcile daily, approximately 30 electronic spreadsheets, stored on a shared drive.
• Maintain approximately 30 reference letters each Job Market session. Each reference letter categorized in accordance to the faculty member's request.

For example, academic, non-academic; generic; policy; research; teaching, World Bank, depending on the type of letter written.

Process approximately 3,500 reference letter requests during each job market session

Additional Program Support

• Initiate appointment letters for new incoming and continuing PhD students.
• Coordinate the process for setting up an approved Graduate Board Oral (GBO) Exams committee for a defending Ph.D. candidate.
• Report results and gather completion documents for the Doctoral Board review.
• Utilizing the Doctoral Board module, uploads degree completion documents in relation to the conferral process. Completes the electronic Expected to Graduate List for each conferral date.
• Maintains confidential applicant, student, and alumni electronic records within JHU policies and regulations.
• Send official correspondence to students regarding leaves of absence, academic progress, prizes and awards.
• Manages online form submission for non-resident applications, leave of absences, and withdrawals.
• Reviews degree requirements of graduate students seeking Master's degree.
• Tracks student and advisor completion of Annual Review.
• Works with Student Accounts, Financial Aid and / or Registration to research and resolve student inquiry issues.
• Coordinates with the Office of International Students for student visas (CPT, OPT, J-1).
• Assists faculty in administering annual Comprehensive Exams.

Course Scheduling

• Updates AS Economics courses in SIS as requested and each semester using CLSS / Course leaf with guidance from the Director of Undergraduate Studies and Director of Graduate Program.
• Updates Course Catalogue annually.
• Assists with monitoring course schedules / deadlines and communication.
• Orders complimentary textbooks on behalf of faculty and teaching assistants each semester.

Finance Administration

• Tracks budget costs from all events; reports balances to appropriate student representative / faculty advisor.
• Tracks and documents all department P-Card expenditures; submits expense and statement reports through Concur for approval.
• Reconciles Operating account expenses.
• Submits tuition and health insurance support via DGA under guidance of Administrative Manager.
• Process travel and expenses reimbursements, Shopping Cart, and online check requests using Concur and SAP as needed.

Administrative Support

• Helps organize and execute several annual events including Open House, EGO events, Undergraduate Graduation Reception, Johns Hopkins Distinguished Lecture Series, and Newcomb Lecture.
• Orders catering for departmental research seminars and all other events.
• Orders office supplies and textbooks from bookstore and publisher and maintain an inventory.
• Manages and updates the department's Twitter page. Assists with website and social media updates as needed under guidance of faculty.
• Manages the room reservation calendar and swipe-card access for the department.
• Performs other duties as assigned.

Special Knowledge, Skills, & Abilities

• Excellent organizational skills with attention to detail; Must be able to work well under deadlines and coordinate multiple projects simultaneously.
• Work independently to resolve problems efficiently and diplomatically.
• Excellent computer skills (word processing, spreadsheet and database).
• Excellent oral and written communication skills, the ability to handle confidential information, and to work as a team player.

Minimum Qualifications

• 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.

Preferred Qualifications

Bachelor's Degree

Classified Title : Academic Program Coordinator

Role / Level / Range : ATO 37.5 / 02 / OE

Starting Salary Range : $18.20 - $33.90 HRLY ($55,000 targeted; Commensurate with experience)

Employee group : Full Time

Schedule : M-F, 8 : 30 am to 5 : 00 pm

Exempt Status : Non-Exempt

Location : Homewood Campus

Department name : Economics

Personnel area : School of Arts & Sciences