Academic Program Coordinator

The Johns Hopkins School of Advanced International Studies (SAIS) is seeking an Academic Program Coordinator who will provide programmatic, administrative, curricular, and project support for the administrative and faculty directors, faculty, and students for the following degree programs: Master of International Public Policy (MIPP); Doctor of International Affairs (DIA); and Doctor of Philosophy (PhD). This position serves as the point of contact for these degree programs and assists with coordination of related activities. This position reports to the Academic Program Manager.

• The MIPP degree is a 1–2-year program for experienced professionals. Includes sub cohorts such as the U.S. Space Force population.
• The DIA degree is a 2–3-year practitioner’s doctorate for experienced professionals.
• The PhD degree is a more traditional doctoral program for aspiring scholars.

This position is located in Washington, D.C. and is onsite with limited remote work.

Specific Duties & Responsibilities

Administrative Support

• Manages day-to-day operations of the programs.
• Screens and prioritizes incoming correspondence, inquiries, phone calls, and visitors/guests.
• Coordinates and schedules in-person and digital meetings and maintains shared calendars.
• Manages arrangements and note taking for various degree program committees.
• Distributes and manages office communications and supports marketing efforts such as email marketing campaigns, newsletters, listservs and social media.
• Researches and assembles materials for presentations.
• Maintains records through filing, retrieval, retention, storage, compilation, updating and destruction; establishes and maintains an organized filing system according to office procedures to ensure the expeditious retrieval of information.
• Upholds administrative processes/procedures, identifies and resolves issues, and provides recommendations for changes to assure efficiency.
• Operates office equipment such as copier and scanner; coordinates the servicing of equipment; supports faculty with making copies or scans (syllabi, exams, articles).

Events and Programming

• Coordinates and assists with the planning of programs, events, office activities, and meetings—including making room reservations, ordering food/catering, booking travel for guest speakers, marketing, managing RSVP lists, preparing materials, providing onsite support, and trouble-shooting events or meetings. Types of events may include lecture series, orientations, social activities, meetings, etc.
• Coordinates event logistics with central events and building staff as needed.

Faculty Support

• Provides administrative support to all U.S. Space Force program faculty (including onboarding process).
• Prepares DIA advisor and committee reader contracts for submission to Human Resources.
• Proctors/disburses exams, provides classroom support and processes expense requests.
• Works closely with a team of faculty support coordinators.

Student Support

• Supports onboarding of new students through recruiting activities and orientation.
• Answers general student inquiries, handles confidential information with discretion, and provides limited academic information to MIPP, DIA, and PhD students.
• Prepares for and schedules doctoral defenses.

Academic Program Support

• Updates and maintains databases/surveys and program records to more effectively gather and manage key program data, such as alumni updates, recruitment networks, expense tracking, and student experience.
• Supports student recruitment and assists with graduation processes and procedures.
• Provides general administrative support to the Academic Program Manager, including during the admissions process (running reports, organizing and presenting data, and faculty outreach).
• Runs and reviews periodic student degree audits.
• Supports the evaluation and assessment of programs and activities.
• Provides administrative support to ensure the program adheres to the rules outlined in the PhD Collective Bargaining Agreement (CBA) such as the assignment and tracking for PhD work requirements and contracts.

Budget Support

• Administers daily financial operations (budget and billing verifications, corrections, and updates).
• Reconciles department or unit expenses against program budgets (monthly expenditures) including maintaining spreadsheets and utilizing financial systems and software applications (SAP/Concur/Excel).
• Maintains current records for the office procurement (PCard/travel card) and processes reimbursements and honoraria.
• Places orders, verifies shipments, and resolves purchasing related issues—including purchasing office supplies.
• Processes non-travel/vendor invoice payments, new vendor set-up requests, check requests, invoice processing, independent contractors and shopping cart/purchase orders related requests.

• Other duties as assigned.

Part of a larger team that supports general Academic Affairs needs throughout the academic year.

Scope of Responsibility

• Knowledge of the informal and formal school goals, standards, policies and procedures which may include some familiarity with centers/programs within the school.
• Sensitive to the interrelationship of both people and functions within the department.

Decision Making

• Exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within a functional area.
• Exercises good judgment and works independently. Ability to plan, work proactively, and execute tasks to deadlines.

Budget Authority

• Responsible for reconciling and tracking expenses and making judgment calls on reasonable expenses will be required.

Special Knowledge, Skills, & Abilities

• Demonstrated organizational skills with proven ability to effectively and proactively prioritize workload.
• Exceptional oral, written and interpersonal communication skills.
• Proven ability to multi-task and process data quickly with a high level of accuracy in a fast paced, data driven, entrepreneurial and student-centered environment.
• Proficiency with technology including collecting and synthesizing data. Strong technology skills in Microsoft applications including Outlook, Excel, Word, PowerPoint and Teams.
• Knowledge of SAP/Concur or an equivalent business operation software for travel, expense, and invoice management.
• Ability to work collaboratively as part of a team and across a broad range of internal and external constituents.
• Previous work experience in administration at a higher education institution with a strong customer service orientation.
• Ability to handle sensitive and confidential information.

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

• Bachelor’s Degree and experience in program administration in a higher education environment preferred.

Classified Title: Academic Program Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($50,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday-Friday,8:00am-5:00pm 
Exempt Status: Non-Exempt 
Location: Hybrid/District of Columbia 
Department name: ​​​​​​​Academic Affairs  
Personnel area: SAIS