Academic Program Administrator

The Department of Earth and Planetary Science is seeking an Academic Program Administrator who oversees daily administration of a complex academic program. In addition to carrying financial, data, website content management and event planning tasks, the position:

• Manages and actively participates in strategic planning
• Assists in student recruitment and marketing
• Extensively collaborates with students and faculty triages sensitive student issues; and coordinates the admissions process
• Incumbent must have a working understanding of course content, objectives and prerequisites

Specific Duties & Responsibilities:
Graduate Program & Admissions:

• Oversee the admissions process, including corresponding in writing and orally with applicants and faculty; receiving and processing applications in the online system Apply Yourself; managing documents in student systems; preparing spreadsheets of information and rankings;, preparing offer packets and enrollment for accepted applicants.
• Create, edit, and design information sessions, including developing and producing information packets and materials.
• Supplying admission data and make recommendations to faculty and administrators concerning admissions process, including but not limited to criteria, thresholds, and timeline.
• Maintain working knowledge of OIS policy and procedures in order to provide quality advice to faculty and international students on documents, application process, and maintaining statuses.
• Design, organize and implement all student orientations, and manage any changes to the necessary sessions.
• Independently handling sensitive student issues and concerns and understanding when to escalate to administrator and chair.
• Work closely with Chairman, Administrator and Faculty in establishing program course schedules using online course scheduling program, marketing materials and brochures, which requires planning and coordination with internal and external individuals as well as knowledge and understanding of academic program trends, activities, goals and objectives.
• Develop and implement processes, procedures and systems for the program; as well as overseeing and maintaining course scheduling, faculty, student and other appointee payroll processing.
• Schedule thesis presentations, DQE, and GBO exams; prepare graduate board paperwork, graduation/degree lists, and other duties as assigned.
• Ensure student records are maintained as confidential.
• Interact with student-related administrative offices, Academic Affairs, Registrar's Office, Dean's Office, Financial Aid Office, OIS, Student Affairs, Student Employment Services, and Career Center.
• Work with International Student Office on student visa issues and concerns, ensuring appropriate resolution that maintains regulatory compliance.
• Maintain all prospective, admitted student, and alumni information in database, ensuring information is entered accurately and maintained periodically and kept confidential.
• Advise students on academic requirements. Serve as a resource to students and facilitate the resolution of student inquiries and problems.
• Coordinate travel for all prospective students to visit department, which could include housing, tours, transportation, meals, and social events.
• Produce reports for faculty and department Administrator as directed and work with admissions and student affairs offices in compiling data for standard and non-standard reports.
• Ensure processing student ISRs and eforms are completed and financial aid is processed timely and work with administrator and faculty concerning budget information for payroll and DGAs each semester.
• Maintain operating manuals, including the E&PS Student Handbook, ensuring they are accurate and up-to-date.
• Participate in KSAS academic coordinator and academic meetings and serve as requested on committees to improve academic-related policy and processes.
• Make sound/informed recommendations to the Administrator, Chair, Department Graduate Faculty, and appropriate committees regarding admissions and academic policies and procedures, and other areas of responsibility.
• Ensure that DUS have pertinent information concerning Open Houses and Undergraduate Curriculum Committee has complete information in curriculum and admissions processes.
• Manage and implement student events as needed.
• Other projects as assigned

Serve as Departmental Liaison for all academic appointments. Prepare and monitor faculty/postdoc appointment documents; provide support for faculty promotion committees. Assist Administrator with Faculty and Postdoctoral Search Committees, including correspondence, travel arrangements, etc. Ensure appointee has point of contact in OIS concerning visa issues and most up to date information concerning policies Process Department Payroll including New Hires, ISRs and Eforms. Communicate formally and informally, for purposes of sharing information and resolving problems, with the Registrar's Office, Financial Aid Office, Graduate Board, Graduate Admissions, KSAS Office of Academic Affairs, Office of International Services, Student Employment Services, Career Center, Shared Services, KSAS Dean's Office, department faculty, JHU department academic coordinators, current and prospective students, and alumni.

Make recommendations concerning marketing and outreach initiatives. Attend conferences/seminars for recruitment of graduate students. Collaborate in the development of processes for student recruitment and marketing efforts for the academic program, which includes but is not limited to drafting or creating simple/routine announcements, advertisements, postings, and flyers; and creating agendas and timelines for faculty expectations. Contribute articles for and assist in the production of the department semi-yearly newsletter by proofreading and reviewing for edits and corrections and also improve the content and presentation of the newsletter