Academic Program Assistant (Engineering for Professionals)

Engineering for Professionals (EP) is the part-time, graduate division of the Whiting School of Engineering at Johns Hopkins University. We offer master's degrees, post-baccalaureate certificates and post-master's certificates to working professionals across 20 different engineering and applied science disciplines. Classes are offered at multiple locations with an emphasis on an online pathway.

The office of JHU Engineering for Professionals is seeking an Academic Program Assistant to support the Admissions, Marketing and Student Services teams. The position will be responsible for answering inquiry phone calls, walk-in guests', online chat platforms and two general email accounts. They must serve their position with strong communication skills and with the ability to act as a liaison between both admissions and student services departments by representing all EP programs.

Specific Duties & Responsibilities

Administrative Support

• Compile needed materials.
• Communicate to students: send out decision/warning/dismissal letters & forms; class cancellations.
• Coordinate receipt of financial aid applications.
• Receive and track payments for courses.
• Set up course information/room scheduling, etc. Including preparation of semester schedule booklet.
• Assist with graduation procedures.
• Process registrations/applications.
• Maintain records, as requested by program leadership.
• Assist with special events coordination.
• Assist with payroll transaction processing for designated operational area.
• Perform various other duties depending on the needs of assigned area such as: A/V support; match tutors to students; post department seminars & lectures and remind faculty of same.
• Prepares TA allocations for regular term graduate courses following the established departmental policy, communicates allocations to course instructors, and documents students filling the positions per departmental policy.
• Processes student clinic fee waivers.
• Tracks and monitors doctoral student funding.
• Generates faculty associate contracts and follows established procedure to route for approval.
• Updates part-time faculty tracking spreadsheet and generates revised contracts as course and/or instructor information changes.
• Initiate and track vendor requests through Payment Works.
• Reconciles academic program budgets.
• Prepares special cohort yearly invoices.
• Processes travel and non-travel reimbursements for faculty and students.
• SAP Processing of invoices, cost transfers, check requests and PO processing.
• Staffs HPM Academic Team monthly meetings.
• Manages PhD student space.
• Post job openings and distributes information to students via departmental listserv.

Academic Program Support

• Supports the monitoring and tracking of designated certificate programs, processing intent forms, monitoring certificate email account and preparing all related documentation
• Support implementation of the Fall, Winter and Summer Institutes, collecting course materials from faculty instructors and serving as liaison with the library, enrollment verifications and confirmation to students, monitoring the Institute email account.
• Processes registrations for and monitors cohort student progress.
• Maintain strong partnership while working with faculty and staff.

In addition to the duties described above:

• Continue building student interest in EP programs by answering phone, email, and online chat inquiries.

• Coordinate transcript and student record materials and add them to their corresponding records.

• Act as a liaison between advisors, chairs, vice-chairs, and program coordinators to ensure students are successfully supported throughout matriculation.

• Update and record student information in the student database SIS and Slate including prerequisite course waivers.

• Report on recent admits to marketing office for outgoing communications.

• Perform other related duties as requested.

• High School Diploma or Graduation Equivalent.
• Two years office/administrative experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• Excellent problem solving and customer service skills.
• Enthusiasm about the program and team player.
• Developed public speaking skills.

Classified Title: Academic Program Assistant
Role/Level/Range: ATO 37.5/02/OD
Starting Salary Range: $16.20 - $28.80 HRLY (Commensurate w/exp)
Employee group: Full Time
Schedule: M-F, 7.5 hrs daily
FLSA Status:Non-Exempt
Location: Hybrid/Mount Washington Campus
Department name: Academic Affairs Grad
Personnel area: Whiting School of Engineering