Job Information
Johns Hopkins University Academic Program Administrator in Baltimore, Maryland
We are seeking an Academic Program Administrator who will manage and be responsible for oversight of all matters related to graduate student activities in the Jenkins Biophysics Graduate Program and the Program in Molecular Biophysics (PMB) within Johns Hopkins University's Krieger School of Arts & Sciences (KSAS). The Academic Program Administrator will also be responsible for marketing and recruitment, advising and counseling, program implementation, tracking academic progress, data management and reporting, and special event planning relating to students and additional duties as assigned. This position also coordinates other business and administrative activities related to the development and implementation of academic functions in the department.
Specific Duties & Responsibilities
Academic Administration
Manage the department’s academic program infrastructure including admissions, administrative and program policies and procedures, website, and student database.
Serve as a front-line resource for academic inquiries from within and outside JHU.
Manage graduate programs and provide support: related tasks include course scheduling, course implementation, registration, academic program benchmarks, and graduation registration
Oversee and manage the scheduling of oral examinations (Proficiency, GBO, Thesis Defense) in keeping with Graduate Board and department requirements, deadlines, and paperwork submission.
Collaborate with faculty in implementing new academic curricula and policies for the Biophysics Department and PMB and Jenkins programs.
Plan and supervise the implementation of annual special events for graduate students.
Assist with the administration of NIH training grants.
Plan and attend the annual IBR retreat.
Update and publish handbooks for graduate programs.
Create and design templates and ad hoc reports.
Plan and execute orientation for incoming graduate students.
Manage the department’s course scheduling including course listing, reserving classrooms, and monitoring enrollments.
Communicate on the Chair’s and Program Directors’ behalf to various student services departments on academic matters.
Work with student organizations such as social events committee and student evening series to establish and plan events.
Monitor the academic progress of all graduate students.
Maintain departmental catalog pages.
Attend department and University-sponsored training to increase knowledge, improve skills, and learn new skills.
Admissions
Manage the overall annual graduate admissions and student recruitment process.
Coordinate with the KSAS Graduate Admissions office to establish the department’s admissions deadline.
Update content on the University’s Admissions website and recruitment publications.
Facilitate and attend Admissions Committee meetings.
Provide reports, recommendations, and data to the Admissions Committee.
Determine allowability and process fee waiver requests for applicants.
Monitor the online application process, respond to e-mail inquiries, and communicate with prospective candidates.
Plan interview weekend for prospective graduate students.
Enter final decisions into Slate.
Prepare online files of accepted students for enrollment.
Oversee preparation of distribution of emails and correspondence to admitted candidates.
Marketing and Recruiting
Collaborate with faculty committees in developing and evaluating recruitment materials.
Purchase booth space for minority recruitment activities.
Organize PMB contingent and attend minority recruitment opportunities (e.g., ABRCMS, SACNAS).
Organize faculty/student contingent and program material for presentation at the Annual Biophysical Society meeting recruitment fair.
Measure the success of recruitment events.
Plan interview weekend for prospective graduate students.
Organize visits from prospective graduate students including hotel reservations, travel reservations, and other recruitment events.
Advising and Counseling
Advise graduate students on various issues (e.g., matriculation process, university policies, PMB and Jenkins policies and procedures).
Coordinate tutors for grad classes if necessary.
Act as the first point of contact for students in crisis (physical/mental health and or academic progress).
Collaborate with the Chair, Program Directors, Dean of Graduate Student Affairs, and Counselling Services, regarding sensitive issues.
With program directors, advise students of academic requirements.
Inform students of fellowship and research opportunities and procedures for application.
Advise and consult with Program Directors on graduate curricula and policy implementation.
Advise faculty of departmental requirements.
Report Management and Data Analysis/Other.
Supervise ongoing data entry and reporting for the graduate student database.
Compile and analyze academic data to complete surveys, questionnaires, and other statistical reports related to the department’s academic programs.
Act as point of contact and handle all routine data reporting needs related to graduate students.
Prepare reports for the Graduate Program Directors, Department Chair, Administrator, and Admissions Committees as needed.
Track the academic progress of students from admission to the conclusion of their academic program for NIH training grant reports and renewals.
Compile major statistical reports for NIH training grant submissions and reports for annual budget meetings.
Assist with the preparation and submission of grant applications related to (NIH) training grants.
Finance
Manage and allocate costs related to academic operations (orientation activities, recruitment activities, student groups activities, rotation presentations).
Submit financial aid for graduate student tuition and health insurance (DGA) in SIS.
Maintain data on graduate student support.
Special Knowledge, Skills, & Abilities
Provide high-level support in academic matters to the Chair, Program Directors, faculty, and students.
Independently interpret and supply University academic and business policies and processes related to the students.
Strong organizational, administrative, and problem-solving skills.
Ability to plan directly to manage an academic or social function.
Ability to interact with staff of all levels within the organization, keep projects moving forward, and motivate team members to perform.
Proven ability to assess priorities, with the ability to respond quickly to changing needs to balance competing responsibilities and multitask as needed.
Excellent written and oral communication skills, with the ability to relay information among faculty, staff, and students.
Strong critical reasoning skills.
Ability to negotiate tactfully in ambiguous situations.
Knowledge of software applications such as SIS, Slate, Microsoft Office Suite, WordPress (or similar), SAP, and the eRA Commons (Xtrain, Xtract).
Ability to exhibit a manner of professional behavior that will promote positive interactions between faculty, staff, students, and external clients, and enhance the public image of the University, Department, and Programs.
On a monthly basis, update the website, Twitter, and other social media accounts appropriately and timely.
Must possess a make a difference attitude.
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
Five years of administrative/academic experience.
Excellent organizational, analytical, interpersonal, oral, and written communication skills.
Classified Title: Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $48,000 - $84,100 Annually ($66,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5:00pm
Exempt Status: Exempt
Location: Hybrid/Homewood Campus
Department name: Biophysics
Personnel area: School of Arts & Sciences
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.