Sr. Academic Program Coordinator

Johns Hopkins University

Title: Sr. Academic Program Coordinator

Department: Hopkins-Nanjing Center Washington Office

Employee group: Full-time

Employee Subgroup: Non-Exempt

Personnel Area (School): School of Advanced International Studies (SAIS)

Location: Washington, DC 20036 - Dupont Circle area

General Description

To perform a wide range of administrative duties, focusing primarily on the Hopkins-Nanjing Center. The Program Coordinator will be involved in the recruitment and support of American and international students for graduate study in Nanjing, China. Manages general inquiries to the HNC email account, as well as the processing of all requests for the Chinese Proficiency test required of all applicants. Serves as part of the admissions committee in reviewing and assessing applications. This position also performs business duties including budgeting; reimbursements; contractor and vendor payments; honorariums; travel authorization requests, and reviewing monthly financial reports.

Key Responsibilities and Duties include by are not limited to the following:

Admissions and Recruitment

• Manages the Hopkins-Nanjing Center general email account, advising students on differences between programs and student life in Nanjing
• Responsible for tracking and processing all Chinese Language Proficiency test requests
• Conducts fall recruitment travel to universities throughout the US and Canada over a period of roughly 4-6 weeks. Responsible for arranging all travel logistics (flights, rental cars, hotels) within the designated recruiting budget, and for maintaining regular and follow-up correspondence with key individuals at each university. Conducts Chinese language class visits, hosts information sessions, and schedules individual appointments with students at each assigned university. Compose a review of each university visited, including student attendance, key faculty and administrative support and suggestions for future visits. Send timely follow-up correspondence to students, faculty and administrative staff following university visits.
• Hosts general Hopkins-Nanjing Center virtual information sessions throughout the year, and is point of contact for prospective student visitors to the HNC Washington Office
• Correspond regularly with HNC applicants throughout the fall regarding application requirements, and submitting complete applications.
• Read and evaluate applications to all Hopkins-Nanjing Center programs, as well as assist the SAIS DC Admissions Office in the evaluation of applications for the MA program offered in Washington, DC. 
• Serve as a member of the Hopkins-Nanjing Center admissions committee to discuss individual applicants and issue official admissions decisions and serve as a member of the financial aid committee to award fellowship funding to admitted students based on merit and need
• Serve as key point of contact for the SAIS-Tsinghua dual degree application process. Conduct joint virtual information sessions with counterpart in Beijing, and review applications in coordination with the SAIS DC Admissions Office.
• Read and evaluate Nanjing Scholar applications in the fall for visiting students or scholars from the HNC or Nanjing University to spend a semester or an academic year in DC or SAIS Europe. Schedules mid-semester and end of year check-in meetings with scholars

 Business and Finance Operations

• Submit and monitor travel reimbursements for HNC staff and faculty, visiting lecturers, contractors and guests. Communicate reimbursement guidelines to relevant parties.
• Track research fund payments, shipping allowances, and contractual airfare payments to HNC staff and faculty
• Ensure HNC/SAIS China business transactions are in compliance with institutional standards
• Review expense reports for HNC/SAIS China accounts and reconciles discrepancies
• Initiate fellowship and stipend payments to recipients of named scholarship funds.

Student Services

• Prepare pre-departure materials for incoming HNC students and DC-based services for students studying at the Hopkins Nanjing Center, as well as for former HNC students transitioning to SAIS-DC to continue studying for an MA degree (the “HNC Certificate/SAIS MA” students.)  In this capacity, the position will work closely with SAIS Registrar, SAIS Office of Academic Affairs, SAIS Office of Financial Aid, and staff at the Hopkins-Nanjing Center.
  • Ensure that the HNC student academic requirements are clear and updated, track the enrllment of HNC Certificate/SAIS MA students in DC, ensure student transcripts and records are accurate and up to date, and answer student questions in a timely way.
  • Prepare statistical reprts as well as various ad-hoc reports on a regular basis. 
• Correspond with current students and liaise with the Business Office to ensure billing accuracy
• Work with the SAIS registrar’s office to ensure that all current students have correct registration status, including managing transfers, withdrawals, and out-of-sequence students
• Provide counseling to incoming students regarding visa requirements, meeting conditional admission requirements, relocation information, check-in, and orientation
• Liaise with staff in Nanjing regarding current requirements for student visa applications, and the gathering of pertinent information for the production of visa-related documents

Events

• Oversees logistics for major SAIS China events such as the annual Lunar New Year Event & Project Pengyou Leadership Retreat, including catering, room reservations, invitation management, guest check-in, bartending, and other tasks as necessary
• Coordinates travel logistics for visitors to SAIS DC from the Hopkins-Nanjing Center and Nanjing University, including hotel reservations and transportation

• Represent the HNC at various SAIS events, including orientation, Summerfest, local APSIA fairs, and departmental events

Performs other duties as assigned

Qualifications

• High School diploma/GED required. Bachelor’s Degree or Master’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.
• Superior interpersonal, analytical, and problem solving skills
• Excellent communication skills both oral and written
• Ability to work independently and as part of a team
• Strong planning and organizational skills and the ability to manage competing priorities
• Have exceptional initiative and judgment
• Strong marketing skills and customer-service orientation
• Ability to work effectively with faculty, administrators, students alumni and external constituents
• Willingness to travel extensively, both domestically and internationally
• Proficiency in basic data management systems and basic computer applications (e.g., Word, Excel, Access, PowerPoint); willingness and ability to learn additional applications as needed (SLATE, OnBase, SIS)
• Commitment to diversity and to serving the needs of a diverse population

Preferred Qualifications

• Chinese language proficiency strongly preferred
• International living experience in Asia preferred
• Two or more years’ experience with the undergraduate educational system or admissions experience preferred
• Familiarity with study abroad programs
• Financial planning and budget experience

Application Instructions

Please sumbit your resume and cover letter with your application.