Job Description

The Whiting School of Engineering is seeking a Sr. Academic Program Coordinator to serve as a key member of the Civil and Systems Engineering (CaSE) academic administration team, providing comprehensive coordination and support for the department’s undergraduate and graduate academic programs. The portfolio includes seven academic offerings: the PhD in Civil and Systems Engineering, MS in Systems Engineering, MSE in Civil Engineering, BS programs in Civil Engineering and Systems Engineering, and minors in Civil Engineering and Systems Engineering. The role supports a broad range of academic processes spanning student progression, graduate admissions, visiting students, and postdoctoral appointments. The position works closely with faculty, students, applicants, and university offices to ensure the effective administration of academic programs and a responsive, high-quality student experience.

The Sr. Academic Program Coordinator has administrative responsibility for complex academic program elements requiring collaboration with students, faculty, and/or other departments. The Sr. Academic Program Coordinator provides academic program coordination and overall academic program support within a department.

Specific Duties & Responsibilities

• Assist with student recruitment and marketing efforts for programs.
• Advise students regarding academic requirements. May handle sensitive personal issues with students.
• Coordinate aspects of the interview and application process.
• Schedule, plan, develop, and produce information sessions.
• Assist with tracking and analyzing trends data, compile data and generates reports.
• Make recommendations concerning marketing, processing, and business outreach.
• Coordinate and manage specific program activities.
• Assist with financial tasks: budget projections, stipend and expenditure accounting, interface with financial aid and other student services.
• Support scheduling for courses and student activities.
• Serve as liaison to other resources, e.g. Registrar’s Office, Academic Advising, Admissions, Dean’s office, other academic departments, Student Accounts,
• Serve as a liaison to the Office of International Services and as a resource to students regarding visa issues.
• Produce substantive reports for department faculty and administration.
• Maintain room schedules, address and phone lists, and emergency contact information.
• Assist in special events planning and execution for receptions, open houses, social gatherings, etc.
• Maintain student academic files and faculty evaluations.
• Plan orientation for new students.
• Advise students on program choices, choosing advisors, teaching opportunities, job applications, etc.
• May oversee the work of less experienced employees or students.
• Other duties as assigned.

In addition to the duties described above

• Academic Program Operations & Student Progression - Administer degree programs and student progression activities.
• Visiting Student Administration - Manage visiting student enrollment, onboarding, and administration.
• Graduate Admissions Coordination - Coordinate graduate admissions processes and communications.
• Postdoctoral Appointment Coordination - Manage postdoctoral appointment administration and onboarding.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Five years of 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.
• Demonstrated ability to manage multiple concurrent, deadline-driven academic processes with a high degree of accuracy, organization, follow-through, and responsive service to students and faculty, including the ability to learn and effectively use complex academic and administrative systems.
• Demonstrated experience supporting undergraduate and graduate academic programs in a research-intensive higher education environment, including experience with academic program administration, student progression, and/or admissions processes.

Technical qualifications and specialized certifications

• Proficiency with university enterprise systems used to support academic and student administration, such as SIS, Stellic, Slate, and SAP.

On call or non-standard work hour requirements

• Occasional evening hours to support the events

Technical Skills and Expected Level of Proficiency

• Administrative Skills - Awareness
• Advising - Awareness
• Customer Service - Developing
• Database Management and Analysis - Awareness
• Event Coordination - Awareness
• Financial Administration - Awareness
• Oral and Written Communication - Awareness
• Project Management - Awareness
• Program Management - Awareness

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Sr. Academic Program Coordinator

Role/Level/Range: ATO 37.5/03/OF

Starting Salary Range: $21.80 - $37.80 HRLY (Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F, 37.5 hrs wkly

FLSA Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department name: Department of Civil Engineering

Personnel area: Whiting School of Engineering