Classified Title: Academic Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: $44,748 - $61,610 Employee group: Full Time Schedule: Monday through Friday Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 60003332-Educator Preparation Programs Personnel area: School of Education
The Academic Program Administrator oversees all aspects of day-to-day administration of the Doctor of Education and Doctor of Philosophy programs. This role requires strong organizational, analytical, management/supervisorial skills and the ability to execute the varied duties and responsibilities independently with minimal supervision.
Specific Duties & Responsibilities
Major responsibilities: Represent the SOE doctoral programs and make decisions on administrative matters. Exercise independent judgment and apply knowledge of administrative and academic policies to support the successful function of the office. Develop and implement processes, procedures, and policies. Work toward efficiencies across doctoral programs. Responsibilities include but are not limited to financial oversite of the program budgets, marketing, and recruitment. In addition, the Academic Program Administrator will supervise the doctoral programs administrative staff in their duties such as tracking academic progress and graduation, admissions, data management and reporting, and special event planning.
Maintain strong knowledge and understanding of all program requirements, distinctions, and complexities.
Develop and implement program administrative processes, procedures, and systems.
Develop independently and in conjunction with Program Directors, elements of academic year planning that include, but are not limited to, enrollment projections and expense budgeting for upcoming year.
Develop and implement a consistent process that results in valid projections for financial planning and budget development, which includes the oversight, monitoring, and reconciliation of program expenditures. Conduct independently budget analyses that result in the development of budget reports and recommendations that will be provided to program directors on a quarterly basis.
Act as a liaison and represent the office in administrative matters, at both the school and university level, such as human resources, payroll, financial, technology, operations and student support.
Supervise academic program coordinators and or departmental support staff as assigned; including hiring, training and development, work flow/assignments, coaching and counseling, and the full cycle of performance management. Supervision to include oversight of admissions, registration, SIS administration, and other administrative work of the administrative staff.
Review and consult with directors regarding catalog, website, and other marketing and communications material content and updated information on an as-needed basis. Ensure that Development and External Relations are aware of any program changes. Consult with program directors on marketing plans and creative materials.
Implement and maintain university policy and procedures with respect to confidential faculty and student records.
Ensure that university and school policies with respect to data/information security are communicated and followed.
Directly or through staff, prepare all adjunct faculty contracts. Implement and/or communicate policies and procedures for faculty including faculty contract process, payment schedule, and syllabi submission/format.
Work with Payroll to hire new adjunct faculty, faculty advisers, and teaching assistants.
Directly or through staff, process and track Travel Reimbursement Requests, Online Payment Requests, and PCard Transactions.
Given duties described above, work closely with EdD and PhD Faculty Advisory Committees to ensure that these committees have appropriate knowledge of policies and practices across the programs as they work collaboratively with the Academic Program Administrator to continue the process of policy development across doctoral programs.
Level of Independent Decision Making
Duties are varied in nature, requiring the solving of both commonly encountered and unusual problems. On a regular and continuous basis exercises administrative judgment and assists the Program Directors in determining program priorities and policies. This position assumes responsibility for decisions, judgments, and procedures and follows through to meet scope of responsibilities. The Program Leads or administrative leadership is consulted for clarification of policies/procedures.
Work is guided by university’s policies, and established strategies and plans. Normally subject to senior management guidance and periodic review of goal achievement in relation to agreed upon strategies.
Special knowledge, skills, and abilities:
Ability to provide high-level support in academic matters to the program directors, faculty, and students.
In depth knowledge of University academic policies and procedures.
Independently interpret and supply University academic and business policies and processes related to the students.
Strong organizational, administrative and problem-solving skills.
Research, data management, and data analysis skills.
Experience with project management and systems thinking.
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.
Skill in negotiating ambiguous situations.
Knowledge of SAP, SIS and other related JHU educational support systems, preferred.
Intermediate proficiency in Microsoft Office Suite, FileMaker Pro, Google Suite, and Qualtrics.
In depth knowledge of departmental and financial regulations and policies.
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.
3 years progressively responsible experience in program administration in an academic environment.
Additional education may substitute for required experience, to the extent permitted by JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.
5 years progressively responsible experience in program administration in an academic environment.
Special knowledge, skills, and abilities:
Excellent proofreading and editing skills required.
Must be able to maintain confidential information.
The positions requires attention to detail, follow through, initiative and accuracy.
Excellent interpersonal, oral, and written communication skills.
Ability to work independently and be a proactive leader.
Excellent technical and computer skills (Internet, and software applications: word processing, spreadsheets, presentations, etc.)
Experience with project management.
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 email@example.com. 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.
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