Job Description

Specific Duties & Responsibilities



Support for Graduate Students

Schedule Research exams, GBO (Graduate Board Oral) exams, and Thesis Defense Committees.
Coordinate professorial invitations to committees.
Provide students defending their thesis with graduation applications and information about
preparation of their thesis for submission to the Library Proctor exams.
May handle sensitive student issues and help facilitate the resolution of student inquiries and problems.


Data Tracking & Reporting

Enters new student records and updates existing records as needed in the department
FileMaker Pro database. Some of these updates include, adding classes taken, grades,
advisors, committee members, defense dates and alumni information.
Generates reports for the chairman, faculty and administration as needed.
Maintains student email distribution lists.
Updates undergraduate information in the department’s database.
Enters and maintains course information for the upcoming semester.


Special Events (in partnership with Academic Program Administrator)

Coordinate open house sessions (graduate and undergraduate), including developing and producing information packets and materials and organizing the agenda; arranges catering, hotel accommodations and reimbursement for attendees; reserves room and A/V equipment; prepares handouts. Interacts directly with potential students and parents about the program and provides them with information.
Coordinate and be the onsite contact for the following annual special events: Spring picnic, the fall Welcome crab feast picnic, the holiday party, the Graduate Student Appreciation Week, and the Kerr-Stanley Award ceremony. Takes photos of events.
Serve as the recorder at annual feedback sessions.
Ability to work extended/extra hours during departmental events.
Ability to independently coordinate other special events.


Transaction Processing

Initiate procurement card purchases (Academic Affairs small dollar/regularly consumed supplies/services) in accordance with University Purchasing Policy, Procurement Card training and training materials, the Cardholder Agreement, and any other specific internal requirements. Maintains supporting documentation for all transactions.
Initiate ISR/payroll transactions for Graduate Student payroll.
Prepare Distributed Graduate Aid (DGA) in SIS.
Prepare e-forms related to graduate student payroll.


Admissions & Other

Assist with student recruiting and marketing efforts including creating email announcements to students and advertising text, mails posters and flyers to other universities.
Makes suggestions about marketing, admissions and outreach processes.
May arrange meetings between faculty and prospective students.
Maintain admissions records and creates folders; files paper records as needed.
Schedule classroom assignments with the Registrar’s Office; schedules Bloomberg Room 361, 464 & 478.
Orders textbooks and desk copies for faculty; orders and distributes bluebooks.
May oversee Academic Affairs tasks in the absence of the Academic Program Administrator absences.
Provide guidance to student employee in carrying out tasks.
Provide administrative support for the main office such as answering phones, greeting visitors, event set-up, daily run, package receiving, distributing mail or preparing correspondence.
Maintain knowledge and skill in use of SIS.
Perform other related duties as assigned.


Special Knowledge, Skills & Abilities

Strong organizational, administrative and problem-solving skills.
Excellent customer service skills to interact effectively with faculty, staff, students and external customers.
Ability to multitask and manage multiple priorities and ability to respond quickly to changing needs and balance competing responsibilities.
Excellent written and oral communication skills.
Ability to exercise administrative judgment and assume responsibility for consequences and results of actions.
Knowledge and intermediate skill level of PC-based software applications such as
Microsoft Office, FileMaker Pro and Site Executive.
Knowledge and skill in use of the Student Information System (SIS).
Knowledge and skill in use of SAP.
Must have the ability to exhibit a manner of professional behavior that will promote positive interaction between co-workers and customers with the goal of increasing office productivity and improving the public image of the institution.


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.