The Department of Earth and Planetary Sciences is seeking an Academic Program Administrator who oversees daily administration of a complex academic program. In addition, to carrying financial, data, website content management and event planning tasks, this position also:
Manages and actively participates in strategic planning
Assists in student recruitment and marketing; extensively collaborates with students and faculty
Triages sensitive student issues and coordinates the admissions process. Incumbent must have a working understanding of course content, objectives and prerequisites.
Specific Duties & Responsibilities:
Graduate Program & Admissions:
Oversee the admissions process, including corresponding in writing and orally with applicants and faculty
Receiving and processing applications in the online system Apply Yourself
Managing documents in student systems; preparing spreadsheets of information and rankings
Preparing offer packets and enrollment for accepted applicants
Create, edit, and design information sessions, including developing and producing information packets and materials
Supplying admission data and make recommendations to faculty and administrators concerning admissions process, including but not limited to criteria, thresholds, and timeline
Maintain working knowledge of OIS policy and procedures in order to provide quality advice to faculty and international students on documents, application process, and maintaining statuses
Design, organize and implement all student orientations, and manage any changes to the necessary sessions
Independently handling sensitive student issues and concerns and understanding when to escalate to administrator and chair
Work closely with Chairman, Administrator and Faculty in establishing program course schedules using online course scheduling program, marketing materials and brochures, which requires planning and coordination with internal and external individuals as well as knowledge and understanding of academic program trends, activities, goals and objectives.
Develop and implement processes, procedures and systems for the program; as well as overseeing and maintaining course scheduling, faculty, student and other appointee payroll processing
Schedule thesis presentations, DQE, and GBO exams; prepare graduate board paperwork, graduation/degree lists, and other duties as assigned
Ensure student records are maintained as confidential
Interact with student-related administrative offices, Academic Affairs, Registrar's Office, Dean's Office, Financial Aid Office, OIS, Student Affairs, Student Employment Services, and Career Center
Work with International Student Office on student visa issues and concerns, ensuring appropriate resolution that maintains regulatory compliance
Maintain all prospective, admitted student, and alumni information in database, ensuring information is entered accurately and maintained periodically and kept confidential
Advise students on academic requirements. Serve as a resource to students and facilitate the resolution of student inquiries and problems
Coordinate travel for all prospective students to visit department, which could include housing, tours, transportation, meals, and social events
Produce reports for faculty and department Administrator as directed and work with admissions and student affairs offices in compiling data for standard and non-standard reports
Ensure processing student ISRs and eforms are completed and financial aid is processed timely and work with administrator and faculty concerning budget information for payroll and DGAs each semester
Maintain operating manuals, including the E&PS Student Handbook, ensuring they are accurate and up-todate
Participate in KSAS academic coordinator and academic meetings and serve as requested on committees to improve academic-related policy and processes
Make sound/informed recommendations to the Administrator, Chair, Department Graduate Faculty, and appropriate committees regarding admissions and academic policies and procedures, and other areas of responsibility
Ensure that DUS have pertinent information concerning Open Houses and Undergraduate Curriculum Committee has complete information in curriculum and admissions processes
Manage and implement student events as needed
Other projects as assigned
Department Appointments/Payroll & Other Department Responsibilities
Serve as Departmental Liaison for all academic appointments
Prepare and monitor faculty/postdoc appointment documents; provide support for faculty promotion committees
Assist Administrator with Faculty and Postdoctoral Search Committees, including correspondence, travel arrangements, etc.
Ensure appointee has point of contact in OIS concerning visa issues and most up to date information concerning policies Process Department Payroll including New Hires, ISRs and eforms
Communicate formally and informally, for purposes of sharing information and resolving problems, with the Registrar's Office, Financial Aid Office, Graduate Board, Graduate Admissions, KSAS Office of Academic Affairs, Office of International Services, Student Employment Services, Career Center, Shared Services, KSAS Dean's Office, department faculty, JHU department academic coordinators, current and prospective students, and alumni
Department Marketing & Student Recruitment
Make recommendations concerning marketing and outreach initiatives
Attend conferences/seminars for recruitment of graduate students
Collaborate in the development of processes for student recruitment and marketing efforts for the academic program, which includes but is not limited to drafting or creating simple/routine announcements, advertisements, postings, and flyers; and creating agendas and timelines for faculty expectations
Contribute articles for and assist in the production of the department semi-yearly newsletter by proofreading and reviewing for edits and corrections and also improve the content and presentation of the newsletter
Minimum Qualifications (Mandatory):
Bachelor's Degree required.
Minimum of three years progressive office experience with three years in an academic setting.
Proficient in MS Word and Excel.
* JHU Equivalency Formula: 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.
Special Knowledge, Skills & Abilities:
Excellent written and oral communication skills
Strong organizational, administrative, project management, and problem solving skills
Ability to manage and track large amounts of sensitive and diverse data
Ability to prioritize ongoing competing short- and long-term deadlines
Ability to work with minimal supervision and use independent judgement to make important and critical decisions in a wide variety of situations, frequently in the absence of clearly defined procedures
Ability to maintain confidential and sensitive information
Knowledge of JHU organizational structure, processes and university policy and procedures
Incumbent must be able to adapt to changing situation and function as a team player
Classified Title: Academic Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: $45,650 - $62,850 annually (commensurate with experience) Employee group: Full Time Schedule: M-F 8:30 am - 5:00 pm Exempt Status: Exempt Location: Homewood Campus Department name: Earth and Planetary Science Personnel area: Johns Hopkins University
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
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.
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