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.
This position is not eligible for visa sponsorship.
Specific duties & responsibilities:
60% Graduate Recruitment and 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 final 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 dept)
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 official 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 and 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)
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 (mandatory):
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.
Master’s degree strongly preferred
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.
Special knowledge, skills, and abilities:
Excellent customer-service experience
Ability to work independently and proactively
Ability to prioritize, and direct broad-spectrum work-efforts with multiple stakeholders and constituencies.
Ability to manage and track large amounts of sensitive and diverse data related to student applications, admissions, enrollment, payroll, academic progress.
Ability to interact with staff and faculty of all levels within the division, keep projects moving forward and stay on track.
Strong detail-oriented, organizational, administrative, project management, and problem-solving skills.
Excellent writing and oral communication skills, with the ability to clearly relay information among faculty, staff, and students.
Ability to navigate ambiguous and confidential situations.
Ability to provide high-level support in academic matters to the Chair, Director of Graduate Studies, faculty and students.
Independently interpret and communicate University academic and business policies and processes related to the students.
Proven ability to assess priorities, with the ability to respond quickly to changing needs and to balance competing responsibilities.
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.
Ability to multitask and meet deadlines
Successful candidate must be open to learning new systems and procedures, outgoing, detail-oriented, independent and proactive. Good communication skills essential. Familiar with and uses standard computer and office equipment and standard software applications. Familiarity with SAP and SIS preferred. Position will also assist with general office responsibilities as time permits.
Classified Title: Academic Program Administrator Working Title: Academic Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: $45,195 to $62,225 annually Employee group: Full Time Schedule: M-F, 8:30-5:00 pm Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10001486-Dept of Chemical and Biomolecular Engrg Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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