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Job Req ID:  14007

Sr. Academic Program Coordinator

Classified Title: Sr. Academic Program Coordinator 

​​​​​Role/Level/Range: ATO 37.5/03/OF 
Starting Salary Range: $19.62 to $27.00 per hour
Employee group: Full Time 
Schedule: Monday through Friday 
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 01-MD:Homewood Campus 
Department name: 60003332-Educator Preparation Programs 
Personnel area: School of Education

General Summary/Purpose:

This highly visible position serves as the Academic Program Coordinator for the Urban Teachers program area and coordinates efforts across the School of Education (SOE) for Education Teaching Preparation Assessment (edTPA) implementation and training required for initial certification.  The Academic Program Coordinator is responsible for coordinating, facilitating and implementing academic support services and program activities. Responsibilities include office administration, managing multiple calendars, academic support, special projects, data compilation and analysis, responding to or referring student inquiries, faculty assistance, processing invoices, tracking expenditures, assisting with marketing events, reconciliation, preparation of documents and presentations and records management.

The Coordinator will provide support through a variety of assignments requiring planning, confidentiality, internal and external communication, an in-depth understanding of the school and its programs, and excellent computer skills. 

The Coordinator will provide support and training for faculty and staff for edTPA and will represent the SOE at edTPA local and national conferences. The Coordinator is responsible for chairing the edTPA steering committee, organizing edTPA faculty retreats and gathering and analyzing data for edTPA implementation, training, and improvement of practices.


Specific Duties & Responsibilities:

Program Coordinator for Urban Teachers (50% fte)

  • Develops, coordinates, and manages administrative and academic systems and services to support academic program activities for full-time and adjunct faculty.
  • Serves as a first point of contact for assigned areas of study and provides alternative support for other areas as needed, providing telephone and in-person assistance.
  • Triage calls for response and referral and takes messages, as appropriate.
  • In partnership with other academic support staff, schedules events and business/professional meetings and coordinates logistics. Includes creating working agendas, ordering meals, room reservations, equipment, coordinating schedules and invitations.
  • Responsible for duplication of course and other program materials for the academic area of emphasis, as needed.
  • Prepares correspondence as drafted by faculty and creates basic original correspondence in response to letters and emails.
  • Prepares reports using Microsoft Office (e.g., Word and Excel), as needed and assigned.
  • Develops and maintains secure electronic and paper records systems, including those for confidential student records.
  • Communicates with faculty associates, faculty and adjunct faculty on a broad range of matters including courses, procedures/policy, and students.
  • Provides information and assistance to prospective and current students about admissions criteria, program requirements, course content and schedules and registrations (assist students with course selections ,and canceled courses); triages, conducts basic research, and refers issues involving academic and grading problems; and provides information and assists and refers students with inquiries regarding graduation requirements.
  • Works with Student Accounts, Financial Aid and/or Registration to research and resolve student inquiry issues.
  • Schedules student-advising appointments with faculty, as needed.
  • Compiles, tracks and enters information (interview/dates/adviser/notes) into SIS for new program applicants.
  • Maintains student electronic files, including logging student contact in SIS.
  • Enters course scheduling information into SIS, insuring timely and accurate data entry and as directed assists in planning and coordinating course schedules for the academic year.
  • Monitors course enrollments and any changes in assigned faculty, up-dates SIS data as course and/or instructor information changes.
  • Prepares files for archiving at appropriate intervals, following established procedures. Creates new files for incoming students.
  • Maintains and ensures security of confidential student records, including admissions, course information and any coaching/teaching/counseling records.
  • Provides administrative support to full-time faculty in the areas of syllabi construction and distribution, Internet research, textbook selections and orders, course assignments and evaluations.
  • Monitors web and other electronic communication systems content and takes appropriate action to ensure new material is added or that dated content is removed or up-dated.
  • Works with faculty to compile textbook information and works with Campus Operations staff to place book orders.
  • Assists with the coordination of hiring of full time and adjunct faculty for the UT program; including scheduling interviews, scheduling search committee meetings, sharing information and completing a first screen of applicants to ensure that minimum basic qualifications are present.


edTPA Program Coordinator for the Office of Assessment (50%)

  • Coordinates implementation efforts with SCALE and Pearson.
  • Prepares written and data reports required by SOE, Stanford Center for Assessment, learning, and Equity (SCALE), and Pearson Education Inc., or other similar authorities.
  • Gathers, analyzes, and organizes data.
  • Supervises student workers, including coordinating their entry into the SAP system and approving their hours.
  • Determines timelines for edTPA completion based on Pearson deadlines.
  • Creates and maintains a database for information related to the edTPA.
  • Maintains files for records and reports for the edTPA.
  • Maintains accurate records of student participation in edTPA.
  • Coordinates with the Office of Field Experience.
  • Conducts surveys of candidates completing the edTPA.
  • Creates and maintains data base of student records related to the edTPA.
  • Attends Regional/State edTPA Implementation Conferences.
  • Chairs the edTPA steering committee.
  • Plans and leads two faculty retreats each year


Level of Independent Decision Making:

This position exercises independent judgment in carrying out all elements of responsibility, including responding to telephone, in-person and email inquiries from a broad range of constituents and in conducting research for resolution of a broad range of administrative matters. 

This position is responsible for exchange of private student data and proprietary program information with partner, requiring precautions to secure data as well as strong oral and written communication skills.


Internal and External Contacts:

  • SOE Deans, Faculty, Administrators and Staff
  • JHU Leadership, Administrators, Faculty, Staff (all organizational levels)
  • Key external contacts for the Office of the Dean
  • Key external contacts for edTPA
  • Partner organization staff


Minimum Qualifications (Mandatory):

  • High School Diplome/GED and 5 years progressively responsible administrative/academic experience.


Preferred Qualifications:

  • Bachelor’s/Master’s preferred. 


Special Knowledge, Skills, and Abilities:

  • Acquisition of deep, thorough knowledge of edTPA Handbooks, requirements, restrictions, and expectations.
  • Acquisition of knowledge of ALL edTPA Handbooks requirements to support students across all licensure areas.
  • High degree of professionalism, confidentiality, initiative and tact and mature and independent judgment. 
  • Strong verbal and written communication skills, with the ability to communicate effectively at all organizational levels and to draft logical and well-written electronic and traditional forms of correspondence, meeting documents/minutes, and reports.
  • Strong knowledge of office administration, including the ability to develop and maintain effective record keeping systems, effective scheduling and administrative support services.
  • Strong meeting planning and logistics management skills.
  • Ability to maintain and manage complex calendars, including making decisions regarding appointment priorities.
  •  Strong MS Office Suite skills – including Word, Excel, and PowerPoint. Extensive and advanced knowledge of Microsoft Office software. Requires advanced proficiency with Excel.
  • Strong knowledge and high degree of comfort working with databases.
  • Knowledge of SAP or ability to learn SAP quickly.
  • Exceptional organizational skills, with the ability to work independently and prioritize work effectively and within established deadlines and timeframes, with the ability to remain calm and respond quickly to changing needs and to balance competing responsibilities.
  • Excellent analytical and problem solving and critical thinking skills. The ability to determine the information necessary to research and /or resolve a problem, identify and collect information, report on and make recommendations and/or take appropriate action. 
  • Must be comfortable working with numbers, detail oriented and able to complete work independently with a high degree of accuracy.
  • Must be collaborative with excellent interpersonal and client services skills and the ability to work with a diverse constituency and build solid working relationships across the School and University.


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

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 HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

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