Create Alert
Apply now »
Job Req ID:  114640

Academic Program Assistant

The Department of Mental Health is looking for an Academic Program Assistant to be responsible for a range of administrative duties and programmatic support.  This role involves coordinating recruitment efforts for our PhD, MHS, and Bachelors/MHS programs, as well as Certificate programs, processing certificate applications, and tracking course enrollments.  The Academic Program Assistant will provide essential support to current and former students, manage alumni relations, and assist with updating student profiles and listservs.  Additionally, the position includes comprehensive T32/PhD support, encompassing the coordination of approved payments and reimbursements and maintaining program documentation and website updates.  The ideal candidate will have strong organizational skills, attention to detail, and the ability to collaborate effectively across various programmatic needs within a dynamic academic environment.


Mental Health Educational Program Support


Duties and Responsibilities

Administrative

  • Assist with drafting and sending offer and appointment letters for all programs.
  • Reserve rooms for student events and meetings.
  • Update the Mental Health Department Website, including training etc.
  • Collaborate with Departmental Communications Associate.
  • Monitor and respond to emails regarding academic and certificate programs.


Support Recruitment Efforts

  • Lead and support recruitment efforts for our PhD, MHS, and Bachelors/MHS programs, as well as Certificate programs.
  • Identify recruiting opportunities for all programs (finding interested stakeholders and collaborators).
  • Develop flyers and promotional materials.
  • Connect prospective students with current students.
  • Responsible for process for visiting students (e.g., forms, visitors pass).


Support Academic and Certificate Programs

  • Process certificate applications and completion.
  • Provide support for Summer Institute courses.
  • Track course enrollments.
  • Assist in updating course materials.
  • Assist in transitioning course slide decks to universally accessible formats.
  • DGA processing (posting tuition to student accounts and making adjustments).


Support Current and Former Students

  • Add student profiles to website; list serves, etc.
  • Alumni relations/tracking.
  • Responsible for recruitment and outreach efforts for our MHS and Bachelors/MHS programs.
  • Send recruitment announcements to other Universities, Colleagues, National Name Exchange, McNair Scholars, etc.
  • Work with the Academic Administrator to arrange visits for prospective students.
  • Assist with planning MHS orientation events and preparing materials.
  • Organize other MHS events, as needed.
  • Send academic and MHS program reminders of dates and deadlines.


T32/PhD Support

  • Managing and ensuring completion of trainee Manuscript registrations in NIHMS.
  • Tracking of Human Subjects certification and trainee IRBs.
  • PCard payments and reimbursements for approved trainee expenses.
  • Coordination of T32-related trainee and mentor evaluations (annual and exit).
  • Offer Letters, Statements of Appointments, and Xtrain updating.
  • Coordination of payback agreements for postdocs.
  • Table updating for renewals (under the direction of the T32 leadership).
  • Template development and implementation to track trainee progress and to support annual reporting requirements, including finding the new contact information for alumni (under the directions of the T32 leadership) PhD student-focused. Can be universal requirements and T32 specific requirements.
  • Maintaining training tables and active positions for past trainees.
  • Keeping track of and posting/reserving rooms for T32 lab meetings/journals/clubs/orals/dissertations.
  • Maintaining lists of training resources across T32s (e.x. NRSA docs, workshops, etc) Teams channel for the repository of documents etc.
  • Working with T32 directors to support cross T32 activities. Twice a year meeting, take notes, and develop strategies forward.
  • Teaching Assistant (TA) tracking.
  • Support with developing and maintaining the appointment letters.
  • Updating T32 websites.
  • Managing T32 listservs.


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Two years of office/administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

 

 

Classified Title: Academic Program Assistant 
Job Posting Title (Working Title): Academic Program Assistant   
Role/Level/Range: ATO 37.5/02/OD  
Starting Salary Range: $16.20 - $28.80 HRLY ($50,000.00 Targeted. Commensurate with experience) 
Employee group: Part-time 
Schedule: Monday-Friday 7 hours per day; work days may vary 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Public Health (On-site 3 - 4 days a week)
Department name: Mental Health Administration  
Personnel area: School of Public Health 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
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.

Diversity and Inclusion
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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.
Hybrid: On-site 3-4 days a week

Apply now »