The Academic Program Administrator manages the function and is responsible for oversight of matters related to undergraduate and graduate student and alumni activities in the department of Chemistry (PhD and Masters) and the Chemical Biology Program (PhD) including but not limited to marketing and recruitment, advising and counseling, program implementation, tracking academic progress, data management and reporting, and special event planning relating to student and alumni. This position also coordinates other business and administrative activities related to development and implementation of academic functions in the department.
Provide high-level support in academic matters to the Chair, 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 directly manage a function.
Ability to supervise to prioritize and direct work efforts, and conduct annual performance reviews.
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 and to balance competing responsibilities.
Excellent written and oral communication skills, with the ability to clearly relay information among faculty, staff and students.
Strong critical reasoning skills
Ability to negotiate tactfully in ambiguous situations
Knowledge of software applications such as ISIS, ApplyYourself (AY) Microsoft Office Suite and FileMaker Pro.
In depth knowledge of University academic policies and procedures.
In depth knowledge of departmental fellowship terms and conditions.
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.
Essential Duties & Responsibilities:
Academic Administration - 30%
Manage the department’s academic program infrastructure including admissions, administrative and program policies and procedures, website.
Oversight and management of various academic databases used for graduate student progress tracking, ensuring data entry completed by staff is accurate and entered in a timely fashion. Create and design reports both template and ad hoc.
Update CBI and Chemistry student handbooks on a yearly basis.
Provide and evaluate services to support the teaching mission of the School and Department.
Serve as front line resource for academic inquiries from within and outside JHU.
Oversee on-boarding of incoming graduate students regarding health insurance, registration, computer accounts, email setup and other activities.
Monitor the graduate registration process and provide support to maintain a smooth process
Manage the department’s teaching programs including and academic needs, scheduling classrooms, ordering books and desk copies, monitoring enrollments.
Communicate on Chair’s behalf to various student services departments on academic matters,
Oversee process of textbook and desk copy orders and classroom assignments.
Plan and supervise implementation of annual special events for graduate students.
Monitor the academic program and teaching budgets including projections, strategic financial planning and reporting.
Act as point of contact for financial staff for graduate student salary, tuition and health insurance, and DGA submission.
Work with Student Liaison Committee (SLC) and other student organizations to establish budgets, determine funding needs and carry out reimbursements.
Monitor and update content on the academic web pages.
Monitor international student compliance with ESL course requirements/attendance
Monitors academic progress of all graduate students.
Graduate Admissions - 15%
Manage the overall annual graduate admissions and student recruitment process.
Oversight and management of various admissions databases and spreadsheets used to track admissions status and demographics
Coordinate with the KSAS Graduate Admissions office to establish department’s admissions’ deadline
Provide content updates for University’s Admissions’ website.
Provide reports, recommendations, and data to the Admissions Committee.
Facilitate and attend Admissions Committee meetings.
Ensure the department’s Admissions Committee has view access to on-line application files.
Determine allowability and process fee waiver requests for applicants.
Update information in Apply Yourself (AY) as needed.
Enter final decisions into AY.
Prepare on-line files of accepted students for enrollment.
Monitor on-line application process, respond to e-mail inquiries and communicate with prospective candidates.
Distribute reports and information to appropriate faculty members.
Oversee preparation of distribution of emails and correspondence to admitted candidates, Open House materials and other information to admitted candidates.
Oversee notification to non-admitted applicants.
Marketing and Recruiting - 10%
Collaborate with faculty committees in developing and evaluating recruitment materials; attend minority recruitment opportunities; attract, recruit, integrate and support the next generation of research talent.
Oversight and management of recruiting database used for scheduling during recruitment activities.
Work with various faculty committees to create and update media promoting both Chemistry and CBI academic programs
Work with Recruitment and Admissions Committee to develop annual Visitation Weekend for prospective graduate students and enlist faculty and graduate students.
Organize visits from prospective and accepted graduate students.
Oversee coordination of undergraduate open house events and enlist faculty and current undergraduates in this effort.
Oversee mass mailing to accepted freshmen.
Measure the success of marketing methods in recruitment.
Advising and Counseling - 10%
Advise graduate students on various issues (e.g. matriculation process, University policies and procedures that affect them).
Advise international students of resources to improve language and other remedial resources.
Acts as first point of contact for students in crisis (physical/mental health and or academic progress).
Collaborates with the Chair and Student Counseling regarding sensitive issues.
Team with faculty advisor/mentor to advise students of academic requirements.
Advise students of fellowships and research opportunities and procedures for applications.
Finance - 20%
Manage and allocate costs to both non-sponsored and sponsored accounts related to academic operations (CBI operating, recruitment, subsidy).
Assist with preparation and submission of grant applications related to CBI (NIH) training grant. Maintain statistical data, including other support, biosketch, student demographics, program participation, etc for compilation in various reports.
Maintain data on graduate student support.
Report Management and Data Analysis/Other - 15%
Compile and analyze academic data to complete surveys, questionnaires and other statistical reports related to the department’s academic program.
Act as point of contact and handles all routine data reporting needs related to undergraduate and graduate students.
Prepare reports for the Graduate Program and Admissions Committees and others as needed.
Track academic progress of students from admission to conclusion of their academic program.
Attend department and University-sponsored training to increase knowledge, improve skills, and learn new skills. May substitute University training for supervisor-approved commercial job related course offerings.
Education, Experience, Licensure, Certification:
Three years progressively responsible experience in program administration in an academic environment.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 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.
5-10 years of progressively responsible and related experience, with some supervisory experience.
Internal and External Contacts:
Department Chair, Administrator, Faculty, Postdocs, Students, Prospective Students – Negotiate/Influence
Admissions, Registrar, Student Counseling, Student Employment and other central student services – Advise/Consult
Classified Title:Academic Program Administrator Working Title: Academic Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range:$45,195 - $62,225/Annually Employee Group: Full Time Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m. Exempt Status:Exempt Location: Homewood Campus Department Name: Chemistry Personnel Area: Krieger School of Arts and Sciences
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 which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.