We are seeking a Academic Program Administrator, this position oversees the daily administration of a complex academic program. In addition to carrying financial data, website content management and event planning tasks, the position manages and actively participates in strategic planning. This Person assists in student recruitment and marketing and extensively collaborates with students and faculty. They will triage sensitive student issues and coordinate the admissions process. The 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-to- date.
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, Office, department faculty, JHU department academic coordinators, current and 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, flyers and creating agendas and timelines for faculty expectation.
Special Knowledge, Skills & Abilities
Proficient in MS Word and Excel.
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.
Three years progressively responsible experience in program administration in an academic environment.
Additional education may substitute for required experience and additional experience may substitute for required education to the extent permitted by the JHU equivalency formula.
Classified Title: Academic Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: $46,560 - $64,100 (Commensurate with experience) Employee group: Full Time Schedule: Monday-Friday, 8:30am to 5pm Exempt Status: Exempt Location: Homewood Campus Department name: Earth and Planetary Science Personnel area: School of Arts & Sciences
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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 Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
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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