Provide administrative and academic support for the department of Applied Mathematics & Statistics within the Whiting School of Engineering. The position will focus primarily on the coordination of the undergraduate program, but may also assist in the overall academic support of multiple grad programs within the department.
Note: This position is not eligible for visa sponsorship.
Primary Job Functions:
Academic Program Coordination: Applied Mathematics & Statistics Undergraduates
Advise undergraduate majors on AMS program requirements, which requires reviewing major requirements with each new student joining the department. Answer questions regarding requirements and AMS, WSE, and JHU policies and procedures from AMS students and prospective AMS students. Assist faculty advisors when they are unable to answer student questions.
Advise minors on AMS program requirements, which requires a review of minor requirements with each new student declaring the minor. Answer questions regarding requirements and AMS, WSE, and JHU policies and procedures from AMS minors and prospective AMS minors.
Assign majors an advisor and provide advisor with student information.
Execute the undergraduate graduation clearance process which includes checking completion of requirements for majors and minors and departmental honors, notifying the Dean’s office (WSE and KSAS) of results, and working with students and advisors on any missing requirements to complete a plan for later degree completion. Coordinate the SIS Degree Audit feature requirements for AMS with the WSE Assistant Dean for Academic Advising.
Revise undergraduate advising manual and checklists, which requires periodic review for continued accuracy. Suggest changes and additions to Directors of Undergraduate Studies. Implement final changes on hard copies and on web site. Also coordinate department-specific materials with WSE Advising.
Maintain major/minor master list to ensure accuracy of undergraduate students list on web site, the AMS database, and the advising list. Keep historical statistics.
Coordinate with Undergraduate Admissions and WSE Marketing and Design on outreach to potential undergraduates. Design and maintain undergraduate visitor information packet.
Conduct and coordinate departmental visits of prospective undergraduate students. This involves communicating with visiting students to arrange customized visit days, including faculty visits, campus tour and classroom observations. Meet with prospective students and families.
Coordinate departmental orientation for new majors each Fall, which involves coordinating department participation with Dean’s Office. Coordinate faculty participation. Prepare welcome advising packets, answer questions from new students before and during event.
Coordinate pre-actuarial studies program which involves advising students on actuarial certification, JHU courses approved toward certification, and the exam fee reimbursement process.
Coordinate internships and independent studies, which involves distributing all internship announcements that arrive at the department to AMS majors. Provide guidance to students and faculty on completion/submission of Internship/Independent Study forms.
Work with department’s Graduate Professional Career Advisor to identify opportunities for internships/jobs for undergraduates and market them to our 400+ undergraduate students.
Prepare, distribute and collect exit surveys for undergraduate students. Maintain electronic record of response data.
Coordinate the application and payroll process for visiting students (all levels), and visiting scholars in the AMS Department.
Serve as sounding board for students who need a place to talk. Refer as appropriate to Counseling Center, Academic Advising, Dean of Students, etc.
Act as liaison between department and University’s Career Center as well as work with various companies and professionals to provide career information to students (job postings, information sessions, interview signups, etc.)
Prepare various letters (or complete online forms) for undergraduate students for travel, employment, funding, OPT/CPT, visa issues.
Work with WSE Academic Affairs on special circumstances such as undergraduate student disciplinary actions and non-standard academic requests.
Marketing and Communications duties including coordinate and maintain department’s website, support the development of the department’s newsletter.
Participate in School academic coordinator and DUS meetings.
Serve, as requested, on committees, subgroups and focus groups regarding improvement to academic related policies and procedures.
Manage expenses and tracking against budget for to undergraduate student organizations.
Participate in course planning for 4 annual terms.
Assist other departmental academic staff, as required.
Additional cross-functional and university-wide projects as assigned.
Solicit awardees for Achievement, Teaching and Naddor awards from Academic Affairs Committee (inform Dean's office of choices, prepare certificates and order checks). This function involves maintaining nominations for annual review by the Academic Affairs Committee. Send award letters to winners and notifications to the Dean and Registrar. Ensure that Dean has all required information for Convocation. Request award checks and updates to plaques from Budget Specialist.
Assist with coordination of department events including weekly seminars, periodic lectures, picnics and annual graduation luncheon, which includes preparing brochures, and arranging for rooms and catering.
Update undergraduate pages of department entry in the university course catalog, department website and various databases.
Provide administrative support including scheduling non-departmental classrooms and equipment as needed; assisting with access issues related to Blackboard, email accounts, and SIS; manage course folders, coordinate book orders/desk copies process; as well as other duties as assigned.
Schedule room assignments for final exams each term, working with the Registrar and faculty.
Serve as department’s Student Group Liaison with WSE Advising.
Manage department’s participation in ABET accreditation, managing all data and material collection, ultimately providing to WSE ABET Coordinator. Participation in ABET Coordinator meetings.
This position requires the ability to communicate successfully via phone, email and in-person with a diverse population of learners that may be unfamiliar with university practices and policies.
These responsibilities require special knowledge of and compliance with the Family Educational Rights and Privacy Act (FERPA) and all federal, state and local laws, rules and regulations related to JHU.
Minimum Qualifications (mandatory): • High School Diploma/GED. • 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 knowledge, skils, and abilities: • Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities. • Possess excellent interpersonal, organizational, verbal, and written communication skills. • Ability to work effectively with students and all levels of faculty, staff, and administration within the University as well as external contacts including alumni. • Proficiency with databases, spreadsheets, web sites, and JHU academic systems (i.e., SIS, Slate, iHopkins, WordPress, CLSS, etc.) preferred.
• The successful candidate must be detail-oriented, independent and proactive and open to learning new systems and procedures. • Excellent written and oral communication skills are essential. • Outstanding interpersonal skills • Must be proactive with the ability to manage a high volume of work and multiple priorities • Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines required. • Ability to work with minimal supervision and use independent judgment to make important and critical decisions in a wide variety of situations. • On a regular and continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences and results having an impact on people, costs and quality of service. • Ability to maintain confidential and sensitive information. • Flexibility and being a team player are essential for success. • Working knowledge of Microsoft Office applications and Adobe Acrobat. • Strong knowledge of DGA, SIS, SAP, OneDrive, Sharepoint, Slate, Courseleaf, Word Press are preferred • Ability to work effectively with students and all levels of faculty, staff, and administration within the University as well as external contacts including alumni and parents.
Internal and external contacts required as part of the job:
Student, parents, alumni, faculty, colleagues, administration within the University including Registrar, Admissions
Degree of independent action performed on the job:
Works independently with minimal supervision.
Computer or other special needs for the position:
Working knowledge of Microsoft Office applications and Adobe Acrobat.
Strong knowledge of DGA, SIS, SAP, OneDrive, Sharepoint, Slate, Courseleaf, Word Press are preferred
Classified Title: Sr. Academic Program Coordinator Working Title: Sr. Academic Program Coordinator Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $19.82 to $27.27 per hour Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001484-Applied Math Admin Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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