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Posted: 16-Sep-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 110885-en_US
We are seeking an Academic Program Administrator who will be responsible for oversight and management of the academic program of approximately 200 graduate students in the Chemical & Biomolecular Engineering (ChemBE) graduate program. Will coordinate and manage activities related to academic affairs - including recruitment, admissions, advising, scheduling, financial services, data management, student services, and event planning. This position shares information and resolve issues with the WSE Graduate Affairs and Admissions Offices, Registrar's Office, Homewood Graduate Board, Office of International Scholar Services, Payroll Department, Financial Aid office, department faculty, other Homewood and East Baltimore academic departments and faculty, and current and prospective students. This role makes recommendations to the department chair, administrator, and faculty committees regarding academic policies and procedures, student morale issues, etc.
*Sign-on Bonus of $2,500
Specific Duties & Responsibilities
60%Graduate Recruitment & Admissions
- Partner with Marketing and Communication efforts in recruiting prospective students.
- Support department presence at recruitment events as needed
- Collaborate with Marketing and Communications regarding program- specific content for marketing materials.
- Manage department communications with applicants/prospective students. Facilitate campus visits for prospective students.
- Plan and organize the annual Graduate Visit Weekend event.
- Design and create visitor information packets, reserve space for group events, coordinate catering as needed.
- Manage the graduate application process for the ChemBE master's and PhD programs
- Maintain graduate application data and materials and package for ChemBE faculty to review.
- Pre-vet graduate applications for baseline requirements and make recommendations to the faculty for all admissions review
- Oversee the facilitation of document processing for enrolling new students, including international students
- Arrange I-20 distribution requests for international admits.
- Generate statistical reports related to application and admission data.
- Work closely with faculty, the WSE Office of Graduate Academic Affairs and the WSE Development Office on WSE student fellowship awards – identifying available funds and matching with student applicants.
- Create & manage communications and responses from admitted students.
35%Student Services
- Organize and administer new student orientation sessions including communications and room reservations.
- Facilitate catering, set up and breakdown logistics and support
- Advise and assist students with academic, financial and administrative concerns Maintain student records including student study plans.
- Support student registration.
- Advise students on academic requirements and assign academic advisors.
- Provide a safe environment for students to talk about concerns and plans.
- Evaluate and refer students as appropriate to Counseling Center, Graduate Affairs (Student Support and Outreach), Graduate Academic Affairs, OIS, etc.
- Follow up on individual students as necessary.
- Create and manage electronic database for student-related data.
- Coordinate with graduate program director and other faculty to develop, write and distribute annual student evaluations.
- Verify and report completion of PhD student requirements to the Homewood Graduate Board. Serve as subject matter expert and resource to assist faculty with the electronic application system (Slate) as well as the student entry support system (SIS), the student health insurance and tuition reporting system (DGA) and graduation systems and processes (both internal and external to the department)
- Coordinate PhD student oral exams and dissertation defense presentations.
- Disseminate results to the appropriate offices and update departmental student records and systems related to these results.
- Collaborate with the WSE Office of Graduate Academic Affairs on unique student circumstances, special students, disciplinary actions, tuition or other financial support issues.
- Assist alumni in resolving international, transcript and degree verification issues.
- Prepare various social correspondences for students for travel, late registration, employment, funding, OPT, CPT, visas and part-time registration
- Maintain all documents and records for applicants, active students and alumni.
- Compile and submit data for CRA Taulbee, NSF/NIH, US News and World Report and other national surveys.
Finance & Administration
- Manage a budget of approximately $1.1M for student teaching assistant (TA) financial support (stipend, tuition and health insurance) including monthly reconciliation of expenses.
- Manage and process updates to student funding support by obtaining and organizing budget information for payroll and DGA each semester.
- Enter payroll information in SAP for ~100 PhD students.
- Track student support and advise faculty/financial team when student support is scheduled to end or change status.
- Review student default account on a regular basis to process transfers to appropriate funding sources.
- Manage expenses related to PhD orientation and PhD visit weekend events.
- Supervise the department's Academic Program Coordinator (junior academic staff member)
Other
- Recommend and implement new policies and/or update existing policy structure. Advise faculty regarding changes to any student and academic related policies.
- Serve on various committees, subgroups and focus groups regarding improvement to academic related policies and processes.
- Participate in school academic/graduate program coordinator meetings.
- Meet with security investigators doing background checks for current and past students who are applying for security clearances.
5%Ongoing Initiatives
- Other projects as assigned; provide departmental administrative support as needed.
Minimum Qualifications
- Bachelor's Degree.
- 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.
Preferred Qualifications
- Master's Degree strongly.
- Five to seven years progressively responsible experience in program administration in an academic environment.
- Additional years of progressively responsible, related experience as well as leadership and special project support/management experience is highly preferred.
Classified Title: Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: Min $47,500 - Max $83,300 Annually ($67,600 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am - 5:00pm
Exempt Status: Exempt
Location: Hybrid/Homewood Campus
Department name: Dept of Chemical and Biomolecular Engrg
Personnel area: Whiting School of Engineering
Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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:
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
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.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
Accommodation Information
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 jhurecruitment@jhu.edu. 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.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
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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