Academic Program Administrator

We are seeking an Academic Program Administrator. The Academic Program Administrator manages the function and is responsible for oversight of all matters related to graduate student activities in the department of Jenkins Biophysics Graduate Program and the PMB 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.

Specific 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 programs and provide support: related tasks include course scheduling, course implementation, registration, academic program benchmarks and graduations registration
• Oversee and manage the scheduling of oral examinations (Proficiency, GBO, Thesis Defense) in keeping with Graduate Board and department requirements, deadlines and paperwork submission.
• Collaborate with faculty in implementing new academic curricula and polices for Biophysics Department and PMB and Jenkins programs.
• Plan and supervise implementation of annual special events for graduate students.
• Assist with administration of NIH training grant.
• Plan and attend annual IBR retreat.
• Update and publish handbooks for graduate programs.
• Create and design template and ad hoc reports.
  
• Plan and execute orientation for incoming graduate students.
• Manage the department’s course scheduling including course listing, reserving classrooms, and monitoring enrollments.
• Communicate on Chair’s and Program Directors’ behalf to various student services departments on academic matters.
• Work with student organizations such as social events committee and student evening series to establish and plan events.
• Monitor 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.

Admissions

• Manage the overall annual graduate admissions and student recruitment process.
• Coordinate with the KSAS Graduate Admissions office to establish department’s admissions deadline.
• Update content on University’s Admissions website and recruitment publications.
• Facilitate and attend Admissions Committee meetings.
• Provide reports, recommendations, and data to the Admissions Committee.
• Determine allowability and process fee waiver requests for applicants.
• Monitor on-line application process, respond to e-mail inquiries and communicate with prospective candidates.
• Plan interview weekend for prospective graduate students.
• Enter final decisions into Slate.
• Prepare on-line files of accepted students for enrollment.
• Oversee preparation of distribution of emails and correspondence to admitted candidates.

Marketing and Recruiting

• Collaborate with faculty committees in developing and evaluating recruitment materials.
• Purchase booth space for minority recruitment activities.
• Organize PMB contingent and attend minority recruitment opportunities (e.g., ABRCMS, SACNAS).
• Organize faculty/student contingent and program material for presentation at Annual Biophysical Society meeting recruitment fair.
• Measure the success of recruitment events.
• Plan interview weekend for prospective graduate students.
• Organize visits from prospective graduate students including hotel reservations, travel reservations and other recruitment events.

Advising and Counseling

• Advise graduate students on various issues (e.g., matriculation process, university policies, PMB and Jenkins policies and procedures).
• Coordinate tutors for grad classes if necessary.
• Act as first point of contact for students in crisis (physical/mental health and or academic progress).
• Collaborate with the Chair, Program Directors, Dean of Graduate Student Affairs, and Counselling Services, regarding sensitive issues.
• With program directors, advise students of academic requirements.
• Inform students of fellowship and research opportunities and procedures for application.
• Advise and consult with Program Directors on graduate curricula and policy implementation.
• Advise faculty of departmental requirements.
• Report Management and Data Analysis/Other.
• Supervise on-going data entry and reporting for the graduate student database.
• Compile and analyze academic data to complete surveys, questionnaires and other statistical reports related to the department’s academic programs.
• Act as point of contact and handle all routine data reporting needs related to graduate students.
• Prepare reports for the Graduate Program Directors, Department Chair, Administrator and Admissions Committees as needed.
• Track academic progress of students from admission to conclusion of their academic program for NIH training grant reports and renewals.
• Compile major statistical reports for NIH training grant submissions and reports for annual budget meeting.
• Assist with preparation and submission of grant applications related to (NIH) training grant.

Finance

• Manage and allocate costs related to academic operations (orientation activities, recruitment activities, student groups activities, rotation presentations).
• Submit financial aid for graduate student tuition and health insurance (DGA) in SIS.
• Maintain data on graduate student support.

Special 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 plan directly manage an academic or social function.
• 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, and multitask as needed.
• 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, WordPress (or similar), 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 Programs.

Minimum Qualifications

• 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

• Bachelor’s Degree, five years administrative/academic experience.

Classified Title: Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $46,560 - $64,100/Annually (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5:00pm
Exempt Status: Exempt
Location: Hybrid/Homewood Campus
Department name: ​​​​​​​Biophysics
Personnel area: School of Arts & Sciences

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.

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