Academic Program Administrator

General summary/purpose:

The Academic Affairs Administrator manages the function and is responsible for oversight of all matters related to undergraduate and graduate student activities in the department of Biology (Masters, BA/BS) and the CMDB 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 students. This position also coordinates other business and administrative activities related to development and implementation of academic functions in the department.

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 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 SIS, Slate, Microsoft Office Suite and FileMaker Pro, 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 program.

Essential 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 front line resource for academic inquiries from within and outside JHU.
• Manage graduate program and provide support: Related tasks include course scheduling, course implementation, registration, academic program benchmarks and graduations registration
• Coordinate and assign 45 teaching assistant (TA) positions for department courses during the fall and spring semesters, and arranges TA training.
• Oversee and manage the scheduling of oral examinations (GBO, Thesis Defense) in keeping with Graduate Board and department requirements, deadlines and paperwork submission.
• Collaborate with faculty in implementing new undergraduate and graduate academic curricula and polices for Biology Department and CMDB program
• Communicate on Chair’s behalf to various student services departments on academic matters.
• Plan and supervise implementation of annual special events for undergraduate and graduate students.
• Manage and implement the academic program
• Manage Bio department’s MS program
• Manage Bio department’s Summer REU program
• Manage Career Friday’s series and presentations. Create and Manage budget for series.
• Assist with administration of NIH training grant
• Enter financial assistance for all grad students in DGA
• Plan final graduation events for Undergraduate and Graduate students from Biology
• Manage NIH-GPP graduate program
• Plan and attend annual program retreat
• Schedule all grad and undergrad classes including rooms
• Arrange speakers and course dates for Current Topics in Biosciences
• Arrange speakers and dates for Progress reports.
• Update and publish handbooks for CMDB program
• Create and design reports both template and ad hoc.
• Plan and execute Orientation for incoming graduate and undergraduate students
• Manage the department’s programs including course listing, scheduling classrooms, monitoring enrollments, and assigning TAs and Tutors
• Communicate on Chair’s and Program Directors; behalf to various student services departments on academic matters.
• Strategic financial planning
• Submit financial aid for graduate student salary, tuition and health insurance for DGA
• Work with student organizations such as MinDS, Inspire, Big Sib/Little Sib,and Tribeta to establish budgets and plan events
• Monitors 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