Classified Title: Academic Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: $44,748 to $61,610 annually Employee group: Full Time Schedule: Monday through Friday Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 60006979-Urban Teachers Personnel area: School of Education
Primary Purpose of the Position
This highly visible position serves as the Academic Program Administrator for the Urban Teachers program area and coordinates efforts across the School of Education (SOE) for Education Teacher Preparation Assessment (edTPA) implementation and training.
The Academic Program Administrator is responsible for coordinating, facilitating and implementing academic support services and program activities. Responsibilities include office administration, calendaring, academic support, special projects, data compilation and analysis, responding to or referring student inquiries, faculty assistance, processing invoices, tracking expenditures, assisting with marketing events, reconciliation, preparation of documents and presentations and records management.
The Administrator will provide support through a variety of assignments requiring planning, confidentiality, internal and external communication, in-depth understanding of the school and its programs, and excellent computer skills.
The Administrator will provide support and training for faculty and staff for edTPA and will represent the SOE at edTPA local and national conferences. The Administrator is responsible for chairing the edTPA steering committee, organizing edTPA faculty retreats and gathering and analyzing data for edTPA implementation, training, and improvement of practices.
Essential Job Duties/Responsibilities:
Program Administrator for Urban Teachers (50%)
Develops, coordinates, and manages administrative and academic systems and services to support academic program activities for full-time and adjunct faculty
Serves as primary contact for assigned areas of study and provides cross support for other areas as needed, providing telephone and in-person assistance
Triages calls for response and referral and takes messages, as appropriate
In partnership with other academic support staff, schedules events and business/professional meetings and coordinates logistics. Includes creating working agendas, ordering meals, room reservations, equipment, coordinating schedules and invitations
Responsible for duplication of course and other program materials for the academic area of emphasis, as needed
Prepares correspondence as drafted by faculty and creates basic original correspondence in response to letters and emails
Prepares reports using Microsoft Office (e.g., Word and Excel), as needed and assigned
Develops and maintains secure electronic and paper records systems, including those for confidential student records
Communicates with faculty associates
Responds to and/or refers inquiries from faculty and adjunct faculty on a broad range of matters including courses, procedures/policy, and students
Provides information and assistance to prospective and current students about admissions criteria, program requirements, course content, schedules and registrations (assist students with course selections and canceled courses).
Conducts basic research, triages and refers issues involving academic and grading issues
Provides information, assists and refers students with inquiries regarding graduation requirements
Works with Student Accounts, Financial Aid and/or Registration to research and resolve student inquiry issues
Schedules student-advising appointments with faculty, if needed
Compiles, tracks and enters information (interview/dates/advisor/notes) into SIS for new program applicants
Maintains student electronic files, including logging student contact in SIS; prepares files for archiving at appropriate intervals, following established procedures; creates new files for incoming students
Maintains and ensures security of confidential student records, including admissions, course information and any coaching/teaching/counseling records
Provides administrative support to full-time faculty in the areas of syllabi construction and distribution, Internet research, textbook selections and orders, course assignments and evaluations
Monitors web and other electronic communication systems content and takes appropriate action to ensure new material is added or that out-dated content is removed or up-dated
Works with faculty to compile textbook information and works with Campus Operations staff to place book orders
Enters course scheduling information into SIS, insuring timely and accurate data entry and as directed assists in planning and coordinating course schedules for the academic year
Monitors course enrollments and any changes in assigned faculty, up-dates SIS data as course and/or instructor information changes
Assists with the coordination of hiring of full time and adjunct faculty for the UT program; including scheduling interviews, scheduling search committee meetings, sharing information and completing a first screen of applicants to ensure that minimum basic qualifications are present
edTPA Program Administrator for the Office of Assessment (50%)
Coordinates implementation efforts with Stanford Center for Assessment, Learning and Equity (SCALE) and Pearson
Prepares written and data reports required by SOE, SCALE, and Pearson Education Inc., or other similar authorities
Gathers, analyzes, and organizes data
Supervises student workers, including coordinating their entry into the SAP system and approving their hours
Determines timelines for edTPA completion based on Pearson deadlines
Creates and maintains a database for information related to the edTPA
Maintains files for records and reports for the edTPA
Maintains accurate records of student participation in edTPA
Coordinates with the Office of Field Experience
Conducts surveys of candidates completing the edTPA
Creates and maintains data base of student records related to the edTPA
This position exercises independent judgment in carrying out all elements of responsibility, including responding to telephone, in-person and email inquiries from a broad range of constituents and in conducting research for resolution of a broad range of administrative matters.
Position is responsible for exchange of private student data and proprietary program information with partner, requiring precautions to secure data as well as strong oral and written communication skills. Regular communication with individuals and groups across the School and University and with external constituents.
Three years progressively responsible experience in program administration in an academic environment
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula
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.
Master Degree in a Teacher Education or related field
Special Skills & Knowledge:
Acquisition of deep, thorough knowledge of edTPA Handbooks, requirements, restrictions, and expectations
Acquisition of knowledge of ALL edTPA Handbooks requirements to support students across all licensure areas
High degree of professionalism, confidentiality, initiative and tact and mature and independent judgment
Strong verbal and written communication skills, with the ability to communicate effectively at all organizational levels and to draft logical and well-written electronic and traditional forms of correspondence, meeting documents/minutes, and reports
Strong knowledge of office administration, including the ability to develop and maintain effective record keeping systems, effective scheduling and administrative support services
Strong meeting planning and logistics management skills
Ability to maintain and manage complex calendars, including making decisions regarding appointment priorities
Strong MS Office Suite skills – including Word, Excel, and PowerPoint
Extensive and advanced knowledge of Microsoft Office software - advanced proficiency with Excel
Strong knowledge and high degree of comfort working with databases
Knowledge of SAP or ability to learn SAP quickly
Exceptional organizational skills, with the ability to work independently and prioritize work effectively and within established deadlines and timeframes, with the ability to remain calm and respond quickly to changing needs and to balance competing responsibilities
Excellent analytical and problem solving and critical thinking skills. The ability to determine the information necessary to research and /or resolve a problem, identify and collect information, report on and make recommendations and/or take appropriate action
Must be comfortable working with numbers, detail oriented and able to complete work independently with a high degree of accuracy
Must be collaborative with excellent interpersonal and client services skills and the ability to work with a diverse constituency and build solid working relationships across the School and University
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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