The Department of Mental Health is looking for an Academic Program Assistant to be responsible for a range of administrative duties and programmatic support.  This role involves coordinating recruitment efforts for our PhD, MHS, and Bachelors/MHS programs, as well as Certificate programs, processing certificate applications, and tracking course enrollments.  The Academic Program Assistant will provide essential support to current and former students, manage alumni relations, and assist with updating student profiles and listservs.  Additionally, the position includes comprehensive T32/PhD support, encompassing the coordination of approved payments and reimbursements and maintaining program documentation and website updates.  The ideal candidate will have strong organizational skills, attention to detail, and the ability to collaborate effectively across various programmatic needs within a dynamic academic environment.

Mental Health Educational Program Support

Duties and Responsibilities

Administrative

• Assist with drafting and sending offer and appointment letters for all programs.
• Reserve rooms for student events and meetings.
• Update the Mental Health Department Website, including training etc.
• Collaborate with Departmental Communications Associate.
• Monitor and respond to emails regarding academic and certificate programs.

Support Recruitment Efforts

• Lead and support recruitment efforts for our PhD, MHS, and Bachelors/MHS programs, as well as Certificate programs.
• Identify recruiting opportunities for all programs (finding interested stakeholders and collaborators).
• Develop flyers and promotional materials.
• Connect prospective students with current students.
• Responsible for process for visiting students (e.g., forms, visitors pass).

Support Academic and Certificate Programs

• Process certificate applications and completion.
• Provide support for Summer Institute courses.
• Track course enrollments.
• Assist in updating course materials.
• Assist in transitioning course slide decks to universally accessible formats.
• DGA processing (posting tuition to student accounts and making adjustments).

Support Current and Former Students

• Add student profiles to website; list serves, etc.
• Alumni relations/tracking.
• Responsible for recruitment and outreach efforts for our MHS and Bachelors/MHS programs.
• Send recruitment announcements to other Universities, Colleagues, National Name Exchange, McNair Scholars, etc.
• Work with the Academic Administrator to arrange visits for prospective students.
• Assist with planning MHS orientation events and preparing materials.
• Organize other MHS events, as needed.
• Send academic and MHS program reminders of dates and deadlines.

T32/PhD Support

• Managing and ensuring completion of trainee Manuscript registrations in NIHMS.
• Tracking of Human Subjects certification and trainee IRBs.
• PCard payments and reimbursements for approved trainee expenses.
• Coordination of T32-related trainee and mentor evaluations (annual and exit).
• Offer Letters, Statements of Appointments, and Xtrain updating.
• Coordination of payback agreements for postdocs.
• Table updating for renewals (under the direction of the T32 leadership).
• Template development and implementation to track trainee progress and to support annual reporting requirements, including finding the new contact information for alumni (under the directions of the T32 leadership) PhD student-focused. Can be universal requirements and T32 specific requirements.
• Maintaining training tables and active positions for past trainees.
• Keeping track of and posting/reserving rooms for T32 lab meetings/journals/clubs/orals/dissertations.
• Maintaining lists of training resources across T32s (e.x. NRSA docs, workshops, etc) Teams channel for the repository of documents etc.
• Working with T32 directors to support cross T32 activities. Twice a year meeting, take notes, and develop strategies forward.
• Teaching Assistant (TA) tracking.
• Support with developing and maintaining the appointment letters.
• Updating T32 websites.
• Managing T32 listservs.

• High School Diploma or graduation equivalent.
• Two years of office/administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Academic Program Assistant 
Job Posting Title (Working Title): Academic Program Assistant   
Role/Level/Range: ATO 37.5/02/OD  
Starting Salary Range: $16.20 - $28.80 HRLY ($50,000.00 Targeted. Commensurate with experience) 
Employee group: Part-time 
Schedule: Monday-Friday 7 hours per day; work days may vary 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Public Health (On-site 3 - 4 days a week)
Department name: Mental Health Administration  
Personnel area: School of Public Health