Department name: Energy, Resources, and Environment
School: School of Advanced International Studies (SAIS)
Position Location: Dupont Circle, Washington, DC 20036
This position provides programmatic and administrative support functions for the Energy, Resources and Environment Program, including faculty, student and program support.
Essential Duties and responsibilities:
Faculty Administrative and Programmatic Support
Contribute to overall functioning of ERE Program, including information management and dissemination, instituting academic curriculum requirements, academic course planning, and providing day to day functions and logistics support with respect to faculty and students.
Provide course logistical support, including scheduling for 20+ courses, requesting classrooms, and procuring books, supplies and course materials as needed.
Provide services to support the teaching mission of the ERE Program.
Develop, coordinate, and manage administrative and academic systems to support academic program activities for all staff and faculty.
Serve as the first point of contact for faculty and provide cross support for other areas as needed. Send faculty program updates (including curriculum updates, deadlines, exam dates, and grade deadlines) every semester.
Provide any assistance needed for the academic and scholarly activities of faculty.
Develop, update, and distribute course schedules, curriculum matrix and sequences, faculty/staff directory, and other academic program materials each semester.
Update, revise, and maintain the ERE Oral Exam study guide and the Answer Key with new questions & answers every semester. This includes contacting and reminding the faculty to submit changes or additions to questions and answer, and creating a survey to schedule ERE Capstone Oral Exams twice a year.
Compile graduating students’ transcripts, ERE Oral Exam Study Guide & Answer Key, student contact information, grading sheets, and exam schedules for each faculty member to facilitate oral exams.
Submit reimbursement requests for travel and supply purchases through SAP, on behalf of staff, faculty, and guest speakers. This includes tracking budget expenditures, paying department bills, and working with the business office to process reimbursements and vendor orders and invoice payments.
Provide support to the Professor who is teaching/managing the Practicum, including logistical support for student teams, outreach to potential clients, updating promotional materials, overseeing the application process, outreach to students, and updating Practicum website as needed.
In partnership with the other academic support staff, schedule Program events and business/professional meetings and coordinate logistics. Includes creating meeting agendas, negotiating terms, ordering meals, making room reservations, reserving equipment, coordinating schedules and sending invitations.
Manages communications with faculty. Responds to and/or refers inquiries to faculty on a broad range of matters including courses, procedures/policy, students and payroll.
Assists with completion of new hire faculty on-boarding paperwork, as needed, tracks and facilitates payment of adjunct faculty.
Assists Program with the development and implementation of the on-line degree, including helping to create outreach materials, responding to questions about the degree, helping to track on-line student progress, advise students, and other tasks as needed.
Academic Program Management & Advising
Create materials and disseminate information about the ERE Program’s offerings and activities to ERE concentrators, MIPP affiliates, and prospective students. This involves reviewing academic curriculum requirements and academic course planning in student advising sessions as the first-line of academic advising.
Serve as primary point of contact to students. Provide academic support face to face, via email, and with informational handouts, and the ERE Blackboard Community.
Track academic progress and conduct degree audits for students to ensure progress toward successful degree completion.
Assist ERE Directors in scheduling group meetings and individual advising appointments with ERE students at the SAIS Europe campus.
Schedule ERE Capstone Oral Exams twice a year, distribute the schedule and ERE Oral Exam Study Guide to graduating students via email, and post on ERE Blackboard Community page in advance to allow students ample study time. Upon completion of exams, distribute results, and work with the Administrative Director to facilitate submission of make up papers for failed oral exams, and proctor exams as needed.
Create an Excel database to verify and track completion of the ERE Online Basics of Energy and Basics of Environment course requirements. This involves manually reviewing and exporting course grades from Blackboard and entering completed course waivers in SIS Product page for transcripts weekly.
Review, process, provide instructions, and reconcile receipts and payment documentation for student travel and other student related expenses from ERE field trip requests. Submit through SAP for reimbursement.
Write & distribute a regular newsletter to all ERE students: to welcome new students and faculty, send advising updates, list academic deadlines, advertise new courses, and to announce events, jobs, and internships.
Modify job, internship, and event announcements received from outside employers and SAIS programs to post in proper format on Blackboard Community page.
Regularly maintain and edit the ERE Blackboard Community page to provide students with resources about the ERE program, events, and job/internship announcements. This includes adding academic handouts, seminar videos, oral exam materials, job/internship postings, and adding new students and removing graduated students from the Blackboard list.
Assist in setting up and coordinating international student research trips and track expenses, as needed.
Supervise and orient Teaching Assistants, review student timesheets, assist in the hiring and payment of consultants, and track related expenses.
Coordinates major department events such as the ERE Fall and Spring Meet the Faculty Receptions, the ERE Alumni networking reception, the Graduation Reception, and other program events. This includes handling room reservations, coordinating room set up, advertising, and technical support for video conferencing as needed.
Outreach & Communications
Communicate Program information about students and other issues to faculty and the university administration, and facilitate communications with external stakeholders including prospective students, alumni, partners, vendors, and potential collaborators. This includes responding to inquiries from within and outside the ERE program, SAIS and JHU.
Help increase student enrollment in ERE. This involves designing program information brochures and assisting the Program Directors with creating and implementing strategies to locate, contact, and present to prospective employers.
Advertise events, programs, workshops and other ERE activites through social media.
Update alumni contact database with employment outcome information obtained from SAIS Development/Career Services Offices or LinkedIn. This is used to promote program outreach, identify potential alumni panel speakers, and to provide current students with a comprehensive list of ERE alumni for networking.
Promote student and alumni engagement by supporting collaboration with the Energy & Environment Club, alumni contacts, and alumni requests to post job/internship announcements.
Serve as a program liaison with offices at SAIS (the Registrar, Academic Affairs, Student Affairs, and Communications Office). Coordinate and/or represent the ERE Program at internal meetings.
Establish internship contacts and cultivate relationships with relevant employers and/or agencies.
Other duties as required by the position and department's needs.
High School Diploma required
Bachelor’s degree, Masters preferred
SAIS MA a significant advantage
Requires strong familiarity with social media outreach and web marketing.
Requires computer literacy at the intermediate to expert level in MS Word and Excel as well as the ability to do research on the internet and learn JHU computer programs and software systems including SIS, SAP, SharePoint, and CollegeNet 25 Live.
Requires minimum of five years working in an academic-type or equivalent organizational experience.
Additional education may substitute for required experience to the extent permitted by the JHU equivalency
Experience interacting with students, faculty and other academic staff a plus
Knowledge of the SAIS working environment and/or the SAIS Energy, Resources and Environment Program a significant plus
Internal Number: 16550-en_US
About Johns Hopkins University
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.