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Job Req ID:  17198

Program Coordinator, Hopkins Nanjing Center

Title: Program Coordinator, HNC

Department: Hopkins-Nanjing Center, Nanjing Office

Reports to: American Co-Director of Hopkins-Nanjing Center

Employee group: Full-time

Schedule (hours/days): M-F, 9:00am-5:00pm

Employee Subgroup: Non-Exempt

Personnel Area (School): Hopkins-Nanjing Center (HNC), School of Advanced International Studies (SAIS)

Position Duration: This is a 6-month appointment

Location of position: Extended business stay in Nanjing, China

 

Position Summary

 

This administrative position is part of a four-person team that manages all aspects of the American side of an academic joint partnership in Nanjing, China, on behalf of Johns Hopkins University. The Program Coordinator resides in the Center in Nanjing and often has after-hours duties on weekdays and weekends. Because of the small size of the American staff, the Program Coordinator exercises substantial independent judgment in his/her work. The position runs 6-months.

 

Student Support

 

Supports international students during their time at the Hopkins-Nanjing Center. Duties includes:

 

  • Assigning rooms to incoming students
  • Preparing student orientation activities each fall
  • Plans and organizes activities to orient HNC international students to the surrounding community throughout the year
  • Residing in a furnished apartment in the student dormitory building and acting as first point of contact for student issues and emergencies and accompanying international students to hospital if needed

 

Visa and Residence Permits

 

Supports international students, faculty, and staff to ensure they have proper visas and residence permits to remain in China legally. Duties include, but are not limited to:

 

  • Staying updated on any changes in visa application process by communicating with local Public Security Bureau, Nanjing University, and HNC Washington Office
  • Procuring necessary paperwork from relevant Chinese government agencies allowing international students, faculty, and staff to reside legally in China
  • Arranging annual visits for incoming students and new faculty to the Jiangsu Provincial Travel Health Center for mandatory health exams and to the Nanjing Public Security Bureau Exit/Entry Bureau (PSB) to apply for long-term residence permits
  • Keeping updated records on student, faculty, and staff passport, visa, and residence permit status, and assisting international students, faculty, and staff with any visa- or passport-related issues that may arise during their time at HNC

 

In-Country Student Recruitment

 

  • In consultation with the Hopkins-Nanjing Center Washington Office admissions team and Nanjing-based American colleagues, plans and implements multiple student recruitment trips per year to language and other types of programs in places such as Beijing, Harbin, Shanghai, and Hangzhou, Taiwan, and other locations. Recruitment trips include organizing trips, traveling independently, giving introductory presentations about the HNC, and carrying out follow-up activities after travel, including updating records and submitting travel reimbursements through SAP. In some cases, recruitment presentations must be given in Chinese
  • Plans and hosts open houses and individual visits prospective students who visit the Center throughout the year, giving facility tours, answering questions, and arranging for them to observe classes, and meet with students, faculty, and staff
  • Maintains contact with Chinese language programs for international students in China

 

Fellowships, Financial Aid

 

  • Serves as the main point of contact for student recipients of named SAIS fellowships
  • Facilitates communication between donors and fellowship recipients
  • Acts as liaison between students and the SAIS Office of Financial Aid, and Billing Office in Washington, D.C. as necessary

 

Work-Study Students

 

Responsible for all processes in the management of work-study students, including but not limited to:

 

  • Working with Deputy American Co-Director to determine appropriate candidates for various work-study roles
  • Communicating with SAIS HR to resolve problems
  • Establishing eligibility to work, scheduling work hours, ensuring task completion
  • Ensuring students submit weekly timesheets to HR

 

Administrative Support to American Co-Director

 

Provides administrative, clerical, and program support to the American Co-Director and to the joint staff of the HNC. Such tasks include, but are not limited to:

 

  • Carrying out a range of English and Chinese editing and translation tasks for the Center
  • Providing and coordinating content creation for various HNC social media platforms. As such, familiarity with photography equipment is desired
  • Producing the weekly Wednesday Morning newsletter
  • Arranging transportation for faculty to airport at the beginning and end of each semester
  • Providing direct administrative support to the American Co-Director as needed

 

Visitor Services

 

Coordinate arrangements for use of the HNC facilities by non-Chinese users (around 150 visitors per year). Such uses include, but are not limited to:

 

  • Visits by JHU and SAIS faculty, and other groups and individuals
  • Lectures, conferences and workshops
  • Academic study tours
  • Other visiting groups

 

Facilities

 

  • Carries out daily walking tours of the HNC facilities and reports safety, security, maintenance, and other issues
  • Monitors use of facilities by students for student activities
  • Stocks, monitors, takes inventory, and prepares faculty offices and apartments, student, and guest rooms

 

Other

 

  • Additional duties as assigned

 

Skills and Knowledge

 

  • Experience living, studying, researching, and/or working in China
  • Experience working in a bilingual setting and cross-cultural environment
  • Administrative experience, preferably in an educational setting
  • Must have oral fluency in Mandarin Chinese and ability to read and write Chinese with ease
  • Knowledge of Microsoft Office suite, and other standard applications including internet and database management applications needed
  • Excellent English-language speaking and writing skills are required
  • Ability to multi-task, while working under pressure and meeting deadlines required
  • Attention to detail and executing timely follow through on projects is essential
  • Good sense of humor and ability to work with a variety of people required

 

Qualifications

 

  • High School Diploma/GED Required. Bachelors strongly preferred.
  • Minimum 5 years related experience required. Additional education may substitute for required experience.
  • Demonstrated fluency in Mandarin Chinese including the ability to read and write

 

Additional Requirements

 

Must be able to lift heavy boxes (up to 75 lbs) and move tables and chairs.

 

Application Instructions

 

Please submit a cover letter and resume along with your application. 

 

JH at SAIS - Washington DC