Johns Hopkins University — Academic Program Coordinator

Academic Program Coordinator

We are seeking a Academic Program Coordinator. This position coordinates all administrative functions for the department's Postdoctoral and Predoctoral Training Programs. Coordinates office services such as purchasing, payroll, records control, and other administrative activities for the department; interprets operating policies; exercises independent judgment in resolving administrative problems. They Provide administrative support to the department director and training program director, including appointments, correspondence, manuscripts, grant proposals, and data compilation. This person will maintain all confidential application materials, compile and maintain all data required for NIH training grant applications and progress reports.

Specific Duties & Responsibilities

  • Coordinates the department's postdoctoral and predoctoral training program. The Department has 20+ full-time postdoctoral students, hosts 20-25 veterinary externs each year, and five veterinary students in the summer fellowship program.
  • Corresponds with applicants, compiles application materials, circulates application materials to faculty, schedules interviews, arrange admissions committee meetings for candidate selection, and prepares and sends acceptance/rejection letters.
  • Advises applicants on required documentation, including degree certification, visas, transcripts, letters of recommendation.
  • Responsible for advertising open positions in journals and professional organization websites.
  • Coordinates applicant interviews, including travel arrangements, reimbursements, catering, hotel reservations, interview schedules, and tours of Hopkins and Baltimore.
  • Provides information to veterinary schools about the department's postdoctoral training programs and externships.
  • Maintains an accurate, confidential, and efficient recordkeeping systems. Ensures confidentiality of all sensitive information.
  • Maintains a database of past and current students, including contact information, research interests, current positions, board certification, and sponsored funding.
  • Maintains and updates the department's LinkedIn group.
  • Coordinates the training program for summer veterinary students and externship for visiting veterinary students.
  • Receives and compiles application materials and distributes them to faculty for review and selection.
  • Corresponds with externs and summer fellows and provides information about the application status and outcome.
  • Coordinates fellowship and trainee appointments and application materials with the Registrar's Office and Office of International Students and Faculty.
  • Completes eVerify for all incoming fellows and externs. Processes paperwork for criminal background checks.
  • Prepares the orientation book for postdoctoral students. Orients all fellows, residents, externs, and visitors.
  • Serves as recording secretary to all Training Program Subcommittees – Evaluation, Curriculum, and Admissions.
  • Provides administrative support for the department director and training program director.
  • Uses a personal computer to prepare manuscripts, grant proposals, statistical reports, tables, and charts using scientific and medical terms. Composes correspondence.
  • Works with the faculty to organize the weekly seminar schedule and classes. Corresponds with speakers, advertising, catering, seminar room reservations, and audio-visual set-up.
  • Assists the faculty with preparing course materials, grant proposals, scheduling meeting rooms, guest lecturers, etc.
  • Interprets and communicates operating policies and procedures.
  • Locates and compiles information and formats reports, graphs, tables, records, and other sources of information.
  • Assists with special events planning. Arranging alumni functions, including dinners, reunions and fund-raising events at national meetings.
  • Operates personal computer to access e-mail, electronic calendars, and other office support software.
  • Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages, to assemble, manipulate and/or format data and/or reports.

Special Knowledge, Skills, & Abilities

  • Must be able to work independently and be self-directed.
  • The position requires outstanding communication skills, professionalism, and independent judgment.

Minimum Qualifications

  • 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.

Preferred Qualifications

  • Five years of office experience.

Classified Title: Academic Program Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.95 – $25.30/Hr (Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30-5:00
Exempt Status: Non-Exempt
Location: Flexible/School of Medicine Campus
Department name: SOM Comp Med General Administration
Personnel area: School of Medicine

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

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

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
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Accommodation Information

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 Talent Acquisition Office at For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

Note: Job Postings are updated daily and remain online until filled.

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