Academic Program Administrator

The School of Advanced International Studies is seeking a Academic Program Administrator who will provide complex programmatic, administrative and project support to Administrative Directors/Senior Program Officers in the Office of Academic Affairs. Programs include but are not limited to the Master of Arts in Global Policy (MAGP), Master of Arts in Strategy, Cybersecurity and Intelligence (MASCI), Master of Arts in International Economics and Finance (MIEF), Master of Arts in Public Policy (MIPP), Doctor of International Affairs (DIA), Doctor of Philosophy (PhD). The position reports to the Administrative Director of Degree Programs for the MAGP and MASCI. Support for courses and program travel outside of regular business hours is required—most often on selected Saturdays. Travel, domestic and international, is required for program activities and residencies. This position serves as the initial point of contact for the department’s academic programs and activities.

The position is located in Washington, D.C.

Specific Duties & Responsibilities

• Facilitate Degree program management to include in-person oversight of all program-related activities taking place on weekdays and Saturdays (MAGP holds classes on Fridays and Saturdays every two weeks, including during the summer term), the MAGP requires early morning on-site arrival when classes take place to manage catering and classroom set up. weekly schedule is adjusted accordingly to remain within the 37.5 hrs./week schedule.
• Collaborate with and support faculty, to include distribution of academic materials/calendars and information on syllabi formats, deadlines, etc. faculty training materials on Canvas, Zoom, and other course-related tools, in-person support on class days; assigning and supervising student workers with classroom support tasks, such as managing Zoom coverage when needed.
  

• Support administrative directors with strategic initiatives and program-related processes, such as student and faculty recruitment efforts, annual newsletters, periodic degree audits. Managing course creation and course evaluation requests outside the standard semester-based courses, etc.
  

• Design and maintain databases/surveys to more effectively gather and manage key program data, such as alumni updates, recruitment networks, expense tracking, etc. Analyze data to make program recommendations.
  

• Collaborate with the administrative directors on travel activities, to include single- and multi-day events in the U.S. and abroad, make all necessary housing/transportation arrangements. Book and secure travel for academic residencies and other program related activities, prepare travel packets and ensure compliance with JHU travel policies for all travelers, assist with pre- and post-trip information sessions and vendor communications.
  

• Travel domestically and internationally at least once per academic term (Fall, Spring, Summer) to provide support during academic trips (most involving weekend travel), provide logistical and administrative support on the ground throughout academic residencies and manage graduate student group activities as directed by the lead faculty.
  

• Hire and supervise student workers (create and post positions, manage timesheets), directing work projects and serving as a mentor.
  

• Maintain the Departmental handbook and University Catalogue for SAIS Degree programs.
  

• Maintain and manage departmental part-time faculty contracts.
  
• Provide support as needed to other departmental academic projects.
• Provide key, complex administrative support to ensure all program activities run smoothly.

• Scheduling meetings.
• Booking rooms for classes, events, etc.
• Organizing catering and work with vendors.
• Confirming participant attendance.
• Coordinating with central events staff as needed.
• Obtaining certification to staff events involving alcohol.
• Editing and creating documents (correspondence, marketing materials, etc.).
• Helping with program outreach and social media as needed.
• Ordering office and program supplies as needed.
• Managing the office procurement (PCard) and travel card and process reimbursements.
• Tracking and reconciling various office budgets.

Other Duties as Assigned

• Support neighboring Degree program management and activities.
• Support general Academic Affairs needs throughout the academic year.
• Support the evaluation and assessment of programs and activities.

Scope of Responsibility

• Knows the informal and formal school goals, standards, policies and procedures, in particular has familiarity of degree programs and related centers within the school.
• Is sensitive to the interrelationship of both people and functions within the department.

Decision Making

• On a regular and continuous basis exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within a functional area.
• Ability to work independently.

Budget Authority

• Responsible for reconciling and tracking expenses, making judgment calls on reasonable expenses will be required; negotiating prices with vendors will be important given the nature of the expenditures (group hotel bookings, etc.)

Special Knowledge, Skills & Abilities

• Analytical and critical thinking skills.
  
• Ability to exercise good judgment and make decisions independently.
  
• Ability to function in a fast‐paced, data‐driven, entrepreneurial and student‐centered environment.
  
• Attention to detail.
  
• Ability to develop and implement short, medium and long‐range plans to meet program needs.
  
• Ability to work effectively with a broad range of internal and external constituents (e.g., staff, faculty, students, alumni, employers and vendors.)
  
• Demonstrated ability to relate to students, faculty, staff, and the public from diverse backgrounds—including international populations.
  
• Experience managing simultaneous projects and determining priorities in a fast‐paced environment.
  
• Excellent communication and interpersonal skills.
  
• Highly skilled in Microsoft applications including Outlook, Excel, Word and PowerPoint Excellent written, verbal and interpersonal skills.
  
• International exposure a plus.
  
• Foreign language proficiency a plus.
  
• Proficiency with technology including collecting and synthesizing data.
  
• Strong event planning and execution abilities.

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

• Focus on Academic or Student Affairs, Higher Education Administration, or related field.

Classified Title: Academic Program Administrator
Working Title: Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Min/Mid/Max Salary Range: $46,560/ $64,100/ $81,650 (Commensurate with experience)
Employee group: Full Time
Schedule: 8:30 am - 5:00 pm
Exempt Status: Exempt
Location: JHU-Washington, DC
Department name: 10000900-Academic Affairs
Personnel area: SAIS

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

NOTE:

This position must be worked from Washington, DC

This position does not offer sponsorship

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:
JHU Equivalency Formula: 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

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