Westfield State University
Academic Program Coordinator
Westfield State University, Baltimore, Maryland, United States, 21276
We are seeking an
Academic Program Coordinator
whose primary purpose of this position is to manage and support all aspects of academic administration including, but not limited to, admissions, marketing, recruiting, and graduate student tracking for both the Chemistry PhD and master’s program as well as the Chemical Biology Interface Program (CBI) which is an NIH funded training grant. Specific Duties & Responsibilities Admissions Preparing appropriate correspondence, advising prospective students regarding program and admissions policies and procedures, monitoring a multilevel interdivisional communication track to notify program faculty and prospective students of information pertinent to the admissions process. Provide information to prospective students (via email and phone) regarding admissions process. Manage all admissions materials, including application, letters of recommendation, GRE scores, and transcripts. Enter, track, and maintain admissions web-based and electronic data systems. Responsible for timely and accurate dissemination (electronic) of admissions information to program faculty located in KSAS, SOM, and BPSH. Academic Tracking Enter, track, and maintain academic, contact, and payroll information of all graduate students and post docs. Track CBI and Chemistry student’s academic progress and confirm students have fulfilled academic requirements. Create and send out academic standing letters to Chemistry and CBI students. Coordinate first year research rotations for CBI students. Coordinate Chemistry and CBI students’ thesis defenses and confirming all required paperwork is accurate. Completing the electronic Expected to Graduate List (via OneDrive) for each conferral date. Manage and update the Chemistry and CBI student folders. Track student and postdoc compliance that they reviewed the handbook and university’s standard operating procedures on an annual basis. Track student and postdoc completion of the responsible conduct in research course. Manage and track student thesis orders. Event Coordination Coordinate the recruitment, interviewing and evaluation process of prospective students. Organize annual recruitment weekend for CBI program – make arrangements for hotels, catering, transportation, student hosts, and interview schedule. Make individual arrangements for students who are visiting/interviewing on a different weekend. Created schedule, made hotel reservations, recruited student hosts. Track budget costs from CBI recruitment. Include information from the scheduled weekend, as well as individual visits. Organize and manage the CBI Annual Retreat. Solicit speakers, attendees and poster presenters; book location; order catering; create/print program and name badges. Recruit preceptors and students to speak/present in the CBI Forum during the Fall and Spring semesters. Manage and help coordinate 2 student-invited seminar speakers each year. Maintain calendars for department conference rooms and lecture halls. Finance Administration Track travel subsidies awarded to CBI students and student affiliates. Track student compliance with various required forms including payback agreements, payroll, and program expenditures. Marketing and Communication Develop and manage effective communication tools for various publication platforms including brochures, letter generation, and the program web site. Annual CBI Mailing – send out letter/email and brochure to faculty as a recruitment tool. Manage and update the Chemistry and CBI websites. Update the Chemistry/CBI calendar weekly to reflect the most up to date forums, speakers, thesis defenses. Update News section with most recent events and announcements. Update the department’s OneDrive site for new students. Make any necessary improvements to adapt to our new class of students and to make the start of their graduate career easier. Manage and update the department’s Facebook, Instagram and Twitter pages. Develop new ways of increasing our “likes” and reaching out to current and prospective students. Other
Must be able to work well under deadlines and coordinate multiple projects at one time. Work independently to resolve problems in an efficient and diplomatic manner. Excellent computer skills (word processing, spreadsheet and database) preferably in a cross platform environment (Mac and Windows). Excellent oral and written communication skills, the ability to handle confidential information, and to work as a team player. Excellent organizational skills with attention to detail; ability to manage multiple projects simultaneously & effectively, & work with diverse groups of constituents. Ability to work in a dynamic, fast paced environment, making independent decisions and the discernment to know when such independence is warranted. Ability to work as part of an effective team. 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. Classified Title: Academic Program Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Min $17.95 - Max $32.60 HRLY ($47,500 budgeted; Commensurate with experience) Employee group: Full Time Schedule: Monday - Friday, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Chemistry Personnel area: School of Arts & Sciences Total Rewards The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/ Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function. The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer 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. EEO is the Law Learn more: https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf Accommodation Information 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 jhurecruitment@jhu.edu. 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. Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/. 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. About the company
The Johns Hopkins University is a private research university in Baltimore, Maryland.
#J-18808-Ljbffr
Academic Program Coordinator
whose primary purpose of this position is to manage and support all aspects of academic administration including, but not limited to, admissions, marketing, recruiting, and graduate student tracking for both the Chemistry PhD and master’s program as well as the Chemical Biology Interface Program (CBI) which is an NIH funded training grant. Specific Duties & Responsibilities Admissions Preparing appropriate correspondence, advising prospective students regarding program and admissions policies and procedures, monitoring a multilevel interdivisional communication track to notify program faculty and prospective students of information pertinent to the admissions process. Provide information to prospective students (via email and phone) regarding admissions process. Manage all admissions materials, including application, letters of recommendation, GRE scores, and transcripts. Enter, track, and maintain admissions web-based and electronic data systems. Responsible for timely and accurate dissemination (electronic) of admissions information to program faculty located in KSAS, SOM, and BPSH. Academic Tracking Enter, track, and maintain academic, contact, and payroll information of all graduate students and post docs. Track CBI and Chemistry student’s academic progress and confirm students have fulfilled academic requirements. Create and send out academic standing letters to Chemistry and CBI students. Coordinate first year research rotations for CBI students. Coordinate Chemistry and CBI students’ thesis defenses and confirming all required paperwork is accurate. Completing the electronic Expected to Graduate List (via OneDrive) for each conferral date. Manage and update the Chemistry and CBI student folders. Track student and postdoc compliance that they reviewed the handbook and university’s standard operating procedures on an annual basis. Track student and postdoc completion of the responsible conduct in research course. Manage and track student thesis orders. Event Coordination Coordinate the recruitment, interviewing and evaluation process of prospective students. Organize annual recruitment weekend for CBI program – make arrangements for hotels, catering, transportation, student hosts, and interview schedule. Make individual arrangements for students who are visiting/interviewing on a different weekend. Created schedule, made hotel reservations, recruited student hosts. Track budget costs from CBI recruitment. Include information from the scheduled weekend, as well as individual visits. Organize and manage the CBI Annual Retreat. Solicit speakers, attendees and poster presenters; book location; order catering; create/print program and name badges. Recruit preceptors and students to speak/present in the CBI Forum during the Fall and Spring semesters. Manage and help coordinate 2 student-invited seminar speakers each year. Maintain calendars for department conference rooms and lecture halls. Finance Administration Track travel subsidies awarded to CBI students and student affiliates. Track student compliance with various required forms including payback agreements, payroll, and program expenditures. Marketing and Communication Develop and manage effective communication tools for various publication platforms including brochures, letter generation, and the program web site. Annual CBI Mailing – send out letter/email and brochure to faculty as a recruitment tool. Manage and update the Chemistry and CBI websites. Update the Chemistry/CBI calendar weekly to reflect the most up to date forums, speakers, thesis defenses. Update News section with most recent events and announcements. Update the department’s OneDrive site for new students. Make any necessary improvements to adapt to our new class of students and to make the start of their graduate career easier. Manage and update the department’s Facebook, Instagram and Twitter pages. Develop new ways of increasing our “likes” and reaching out to current and prospective students. Other
Must be able to work well under deadlines and coordinate multiple projects at one time. Work independently to resolve problems in an efficient and diplomatic manner. Excellent computer skills (word processing, spreadsheet and database) preferably in a cross platform environment (Mac and Windows). Excellent oral and written communication skills, the ability to handle confidential information, and to work as a team player. Excellent organizational skills with attention to detail; ability to manage multiple projects simultaneously & effectively, & work with diverse groups of constituents. Ability to work in a dynamic, fast paced environment, making independent decisions and the discernment to know when such independence is warranted. Ability to work as part of an effective team. 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. Classified Title: Academic Program Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Min $17.95 - Max $32.60 HRLY ($47,500 budgeted; Commensurate with experience) Employee group: Full Time Schedule: Monday - Friday, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: Hybrid/Homewood Campus Department name: Chemistry Personnel area: School of Arts & Sciences Total Rewards The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/ Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function. The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer 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. EEO is the Law Learn more: https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf Accommodation Information 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 jhurecruitment@jhu.edu. 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. Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/. 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. About the company
The Johns Hopkins University is a private research university in Baltimore, Maryland.
#J-18808-Ljbffr