Academic Program Coordinator

The Johns Hopkins School of Advanced International Studies (SAIS) is seeking an Academic Program Coordinator who will provide complex programmatic, administrative, curricular, and project support for the administrative and faculty directors, faculty, and students of the Master of Arts in International Economics and Finance program (MIEF). The MIEF program is a one-year, cohort-based program of 10-month duration running July through May. This position will also support occasional programming of the International Economics and Finance (IEF) focus area. This position serves as the point of contact for the MIEF degree program and assists with the focus area activities. This position reports to the Assistant Director of the MIEF degree program.

This position is located in Washington, D.C.

Specific Duties & Responsibilities

  • Administrative and Event Support.
  • Supports administrative directors with the day-to-day operations of the program.
  • Upholds administrative processes/procedures, identifies and resolves issues, and provides recommendations for changes to assure efficiency.
  • Screens and prioritizes incoming correspondence, inquiries, phone calls, and visitors/guests.
  • Coordinates and schedules in-person and digital meetings and maintains shared calendars.
  • Distributes and manages office communications and supports marketing efforts such as creation and distribution of flyers, email marketing campaigns, newsletters, listservs and social media.
  • Works with the Assistant Director in supporting the planning and execution of program projects and events, office activities, and meetings—including making room reservations, trouble-
  • shooting, ordering food/catering, preparing materials, making travel arrangements, processing honoraria, and greeting of guests.

Student & Faculty Support

  • Works closely with the faculty support coordinators onboarding faculty and supporting administrative requests such as copying (syllabi, exams, articles), proctoring/disbursing exams, classroom support and expense requests.
  • Supports onboarding of new students through recruiting activities, orientation, and course selection.
  • Answers general student queries, handles confidential information with discretion, provides limited academic advice and offers referrals to MIEF students.
  • In conjunction with Student Life and Global Careers, assists with student activities related to the Finance Club, Consulting Club, and annual academic student publication InFER.
  • Manages student workers.

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, organizes program applications, and assists with graduation processes and procedures.
  • Runs and reviews periodic student degree audits for the Assistant Director.
  • Supports the evaluation and assessment of programs and activities.
  • Supports general Academic Affairs needs throughout the academic year.

Budget Support

  • Administers daily financial operations (budget and billing verifications, changes, corrections, and updates).
  • Provides support to faculty and administrative staff in monitoring and reconciling department or unit expenses against budget (monthly expenditures).
  • Maintains spreadsheets utilizing financial systems and software applications (SAP/Concur/Excel).
  • Maintains up-to-date records for the office procurement (PCard) and travel card and processes reimbursements.
  • Places orders, verifies shipments, and resolves purchasing related issues—including purchasing office supplies and maintaining the IEF supply room.
  • Processes non-travel/vendor invoice payments, new vendor set-up requests, check requests, invoice processing, independent contractors and shopping cart/purchase orders related requests.
  • Completes other duties as assigned.

Scope of Responsibility

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

Decision Making

  • On a regular and continuous basis 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.
  • Ability to exercise good judgment and work independently.
  • Ability to plan, work proactively, and execute tasks to deadlines.

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 and Concur preferred.
  • Ability to work collaboratively as part of a team.
  • Ability to work effectively with a broad range of internal and external constituents (e.g., staff, faculty, students, alumni, employers and vendors) from diverse backgrounds, including international populations.
  • Previous work experience in administration at a higher education institution with a strong customer service orientation.
  • Ability to handle sensitive and confidential information.
  • Interest in international affairs, economics and finance is a plus.

Budget Authority

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

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

  • Bachelor’s Degree and some experience in program administration in an academic environment preferred.