Academic Program Administrator

We are seeking a Academic Program Administrator. The Academic Program Administrator oversees all aspects of day-to-day administration of the School of Nursing (SON) PhD, DNP/PhD Program, and Post-Doctoral Fellows. This role requires strong organizational, analytical, and communication skills, including data analysis, project management, coordination of task forces/other groups, and implementation/evaluation skills. This position is part of the Academic Affairs team and reports directly to the Academic Program Manager.

Specific Duties & Responsibilities

• Triages complex and sensitive issues including academic and nonacademic advising issues.
• Manages and actively participates in strategic planning and annual projections by analyzing student trends and funding needs.
• Proactively gather details needed for student database and coordinate with various parties to obtain information necessary for the processing of student ISRs, eforms, and dga to ensure task are completed and financial aid is processed timely.
• Track and alert students and leadership regarding any potential funding threats or changes for students as they progress through their programs.
• As needed, learn, maintain, and manage systems in support of SON training programs such as NIH training grants and other fellowship programs.
• Develop and implement processes, procedures, policies, and systems. May include, student databases, Post-Doctoral Fellows, and teaching assistant tracker mechanisms. Maintain other program databases.
• Work closely with Faculty Program Director and Associate Program Director in administration of the PhD, DNP/PhD and Post-Doctoral Fellowship Programs, requiring planning, coordination, knowledge and understanding of the academic program.
• Assist faculty and staff who come to the department, both in person and virtually, and assess their needs and triage them to the right person if they are not the person who can address the faculty member or student’s needs.
• Work closely with counterparts in SON and University wide departments.
• Follows FERPA regulations in maintaining confidential student information.
• Manage program pages on School of Nursing website.
• Create strategic direction for both internal websites in collaboration with Marketing and Communications.
• Expand and develop the program in conjunction with the Program leadership.
• Administer the graduate program with limited supervision from the Program leadership.
• Prepare programmatic handbooks, presentations, letters, University catalogue updates, reports and surveys.
• Manage logistics associated with events including but not limited to venue selection, catering, audio-visual, invitation designs, and budget development, as well as overseeing travel arrangements for faculty and guest lecturers.
• Represent the program in administrative matters. May include issues pertaining to space, facilities, technology, student information system, classroom support, etc.
• In collaboration with Committee Chairs and Program leadership; create and track meeting agendas and minutes, including follow-up of action items for Curriculum and Admissions, Progressions and Graduation Committees and other committees as assigned.
• Maintains a current database of all students and graduates of the program including for graduates, degree earned, job title, name of agency, job location (city & state).
• Responsible for Program Communication and Coordination Committee for their particular Program.
• Program Administrators are both members and facilitators of these committees Keeping the Academic Program Manager informed of meeting developments.
• Developing the Agenda in conjunction with the Program Director.
• Recording meeting notes and follow up on information that should be shared with members as well as non-member areas and any action items from the meeting.
• Maintain the membership list.
• Exercise independent judgment and apply knowledge of administrative and academic operating policies to support student success.
• Provide excellent customer service to students by relating program information and resources.
• Assist students with administrative tasks and issues, like fulfilling school-wide requirements.
• Manage applicable aspects of accreditation for the graduate programs.
• In collaboration with Program Director and Program leadership manage annual program budgets.
• Contributes to the planning and establishing and overseeing of the program budgets and expenditures. Contributes to program budget development and projections.
• Responsible for regulatory compliance with state board and other related agencies’ requirements.
• Understanding of and collaboration in the University’s commitment to diversity, equity, and inclusion and ensuring these values are maintained throughout all aspects of the programs and in day to day interactions.
• May be appointed, selected or volunteer to work as a member of university-wide specified workgroups, and/or SON special workgroups to complete and report specified tasks and outcomes.

• Communicate formally and informally, for purposes of sharing information and resolving problems.
• Administering and tracking the PhD student teaching and research residencies.
• Managing requirements for the SONs rapidly growing post doc program.
• Tracking, updating and maintaining all PhD student information (graduation dates) and funding over the course of their program. Also answering related administrative questions.
• Supporting administrative aspects of training grant development (table prep, etc.)
• Taking lead in organization of yearly events with other departments. Events like the Second Look Weekend and NRSA Boot camp.
• Process employee and non-employee reimbursements in SAP and CONCUR.
• Provides administrative support to the PhD Program Director.
• Providing training to Academic Affairs administrative staff regarding Hopkins culture, calendar management, event management and other duties as needed.
• PhD Annual Review/Progress Report every spring before summer and Fall registration.
• Post-Doctoral Fellow postings in Interfolio and SON website.
• Creation of Post-Doctoral Fellow Offer letter and updating as renewals occur.
• Coordinate PhD Calendar of Events; schedule events and communicate important deadlines.
• Maintains and updates data on the employment and productivity of PhD graduates for the Earned Doctorate Survey and AACN survey.
• Responsible for communication of deadlines and submission dates of required documentation by Doctor of Philosophy Board for graduation with a Doctor of Philosophy degree at Johns Hopkins University.
• Works with the Teaching Assistant (TA) process by sending the names of confirmed TAs to the Office of Educational Quality and Innovation to enroll them in the online TA training.
• Must be able to maintain confidential information.
• Other duties as assigned.

Special Knowledge, Skills & Abilities

• Proficient in MS Word and Excel.
• Excellent written and oral communication skills.
• Strong organizational, administrative, project management, and problem-solving skills.
• Ability to manage and track large amounts of sensitive and diverse data.
• Ability to prioritize ongoing competing short- and long-term deadline.
• Ability to work with minimal supervision and use independent judgement to make important and critical decisions in a wide variety of situations, frequently in the absence of clearly defined procedures.
• Ability to maintain confidential and sensitive information.
• Knowledge of higher educational organizational structure, processes and university policy and procedures. Familiarity with JHU is a plus.
• Incumbent must be able to adapt to changing situation and function as a team player.

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

• Program evaluation experience.

Classified Title: Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $46,560 - $64,100 (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 - 5:00
Exempt Status: Exempt
Location: Hybrid/School of Nursing
Department name: ​​​​​​​Academic Affairs
Personnel area: School of Nursing

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:

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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

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. 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.

Note: Job Postings are updated daily and remain online until filled.

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 jhurecruitment@jhu.edu. 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.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm