Sr. Academic Program Coordinator
We are seeking a Sr. Academic Program Coordinator who will assist the Director of Undergraduate and Graduate Studies and the Undergraduate and Graduate Advisors in all matters relating to undergraduate and graduate education. The Sr. Academic Program Coordinator manages a variety of projects, such as: office management, the academic catalog, assists with student advising and enrollment, the peer tutoring program, degree recital approval and grading, prizes and awards, and academic progress reports.
The Peabody Institute of The Johns Hopkins University advances a dynamic, 21st-century model of performing arts training in pursuit of its mission: to elevate the human experience through leadership at the intersection of art and education. Through its Conservatory for undergraduate and graduate studies and the Preparatory, Baltimore’s largest community performing arts school, Peabody empowers musicians and dancers from diverse backgrounds to create and perform at the highest level.
Specific Duties & Responsibilities
Student Success (40%)
- Tracks student progress toward graduation and executes the thrice annual graduation clearance process. Maintains ongoing communication with Academic Affairs and the Registrar’s Office and reports concerns in a timely way. Notifies students as necessary of issues related to their graduation status.
- Assists in onboarding new students during the pre-matriculation period and through orientation. Participates as needed in related activities.
- Monitors student enrollments and faculty rosters to ensure compliance with academic regulations.
- Recruits and manages Office of Academic Affairs peer tutors in select academic areas, manage payment process, and maintain accurate records.
- Develops advising-related materials. Manages robust presence on social media platforms and assist in mass communications.
- Participates in the committee on academic petitions to evaluate and rule on all exceptions to academic policy. Tracks petitions and records of the committee.
- Maintains accurate records within Stellic; track student progress by running reports and analyzing student data.
Administrative (30%)
- Liaises with the Peabody Office of the Registrar and/or Student Enrollment and Account Management (SEAM) on student enrollment.
- Reviews students’ credits and manage adherence to credit limits.
- Manages advising alerts in the Student Information System (SIS).
- Coordinates communication of placement exam results to new students and maintain exam records.
- Manages day-to-day operations of the SIS Degree Audit system for all Conservatory students, including set-up and maintenance, maintenance of accurate records, and recording of approved waivers, exceptions, transfer credit, and related information.
- Runs reports that assist with course planning, student enrollments, and program completion.
- Manages uploading of documents to OnBase enterprise information platform and OnBase workflows.
- Assists in the collection and preservation of student learning assessment data and advising assessment data.
- Handles departmental purchasing.
- Keeps OAA and Advising websites current.
- Approves recital repertoire timing. Collects official recital grades for each degree recital and submit final grade to the Registrar.
- Confirms annual and endowed prizes and awards in conjunction with the Business and Development offices. Prepares finalized list of recipients for both the Homewood and the Peabody Commencement books.
- In consultation with the Director of Undergraduate and Graduate Studies and Faculty Chairs, revises and updates the Academic Catalog each year.
- Coordinates application materials and admission to the 5-year programs (BM/MM and BMRA/MA) in June of each year. Confirms acceptances/rejections with students and the Registrar’s Office.
Advising (20%)
- Responds to general advising inquiries from prospective students and undergraduate, Master’s and diploma students.
- Advises on program requirements and coordinate academic services for BFA students.
- Plans and participates in advising-related programs.
Professional (10%)
- Attends Conservatory and University-wide meetings as necessary.
- Observes and report on trends in student advising and advising tools.
- Cultivates opportunities for professional development.
Special Knowledge, Skills, and Abilities
- Excellent computer skills with sound knowledge of MS Office Suite and database management.
- Comfort with working in a remote and online environment.
- Desire to assist students to reaching their academic, professional, and personal goals.
- Strong interpersonal, verbal, and written communication skills.
- Sensitivity to handling of private information, and ability to keep confidentiality and adhere to FERPA.
- Ability to work effectively with students, faculty, and staff.
- Outstanding organization, with attention to detail and the ability to prioritize multiple responsibilities.
Minimum Qualifications
- High School Diploma or graduation equivalent. Bachelor's degree preferred.
- Five years progressively responsible administrative/academic experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Undergraduate Degree from an accredited college/university in Music or comparable professional experience is strongly preferred for this position.
- Minimum of two years of work experience in higher education; additional experience preferred.
- Availability for flex hours, offsetting some daytime hours with evening hours.
*NOTE -The successful candidate(s) for this position will be subject to a pre-employment background check.
Classified Title: Sr. Academic Program Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hours per week
Exempt Status: Non-Exempt
Location: Hybrid/Peabody Institute
Department name: Academic Affairs
Personnel area: Peabody