Academic Program Assistant

The Johns Hopkins University’s Bloomberg School of Public Health is seeking an Academic Program Assistant to support the academic and administrative function within our Department of Health Policy and Management (HPM). The Academic Program Assistant will be joining a large enterprise group and play a critical role in the success of HPM’s academic programs. We are committed to ensuring a culture and community of inclusion, diversity and respect among all members of the faculty, staff and students.

Specific Duties & Responsibilities

Administrative Support (55% )

• 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 listserve.

Academic Program Support (45%)

• Supports the monitoring and tracking of 12 certificate programs, processing intent forms, monitoring certificate email account, preparing certification memos upon completion to the Office of Records and Registration.
• Supports the 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.

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

• Experience in a higher education environment supporting academic programs strongly preferred.
• Must be pro-active with the ability to multi-task and handle competing priorities.
• Must be able to work independently.
• Experience working in a virtual environment.
• Proficiency in Microsoft Office Suite, including Word, Excel and PowerPoint. Comfortable working with databases and spreadsheets, with attention to accuracy.
• Must be highly collegial with solid interpersonal skills, a demonstrated respect for diversity and the proven ability to work with a broad spectrum of faculty, student and staff populations.

Classified Title: Academic Program Assistant 
Role/Level/Range: ATO 37.5/02/OD  
Starting Salary Range: $15.70 - $21.65/hr (Commensurate with experience)
Employee group: Full Time 
Schedule: Mon-Fri/8:30am - 5pm 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Public Health 
Department name: ​​​​​​​Health Policy & Management -Academic 
Personnel area: School of Public Health 

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 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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

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.