Classified Title: Academic Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: $44,748-$61,610 per year Employee group: Full Time Schedule: M-F 8:30 - 5:00 Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10001355-Chemistry Personnel area: School of Arts & Sciences
Purpose of Position:
The Academic Affairs Administrator manages the function and is responsible for oversight of matters related to undergraduate and graduate student and alumni activities in the department of Chemistry (PhD and Masters) and the Chemical Biology 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 student and alumni. This position also coordinates other business and administrative activities related to development and implementation of academic functions in the department.
Knowledge, Skills & Abilities:
Provide high-level support in academic matters to the Chair, 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 directly manage a function.
Ability to supervise to prioritize and direct work efforts, and conduct annual performance reviews.
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.
Strong critical reasoning skills.
Ability to negotiate tactfully in ambiguous situations.
Knowledge of software applications such as ISIS, ApplyYourself (AY) Microsoft Office Suite and FileMaker Pro.
In depth knowledge of University academic policies and procedures.
In depth knowledge of departmental fellowship terms and conditions.
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.
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.
5-10 years of progressively responsible and related experience, with some supervisory experience.
Internal and External Contacts:
Department Chair, Administrator, Faculty, Postdocs, Students, Prospective Students – Negotiate/Influence
Admissions, Registrar, Student Counseling, Student Employment and other central student services – Advise/Consult
Essential Duties & Responsibilities
Manage the department’s academic program infrastructure including admissions, administrative and program policies and procedures, website.
Oversight and management of various academic databases used for graduate student progress tracking, ensuring data entry completed by staff is accurate and entered in a timely fashion. Create and design reports both template and ad hoc.
Update CBI and Chemistry student handbooks on a yearly basis.
Provide and evaluate services to support the teaching mission of the School and Department.
Serve as front line resource for academic inquiries from within and outside JHU.
Oversee on-boarding of incoming graduate students regarding health insurance, registration, computer accounts, email setup and other activities.
Monitor the graduate registration process and provide support to maintain a smooth process.
Manage the department’s teaching programs including and academic needs, scheduling classrooms, ordering books and desk copies, monitoring enrollments.
Communicate on Chair’s behalf to various student services departments on academic matters.
Oversee process of textbook and desk copy orders and classroom assignments.
Plan and supervise implementation of annual special events for graduate students.
Monitor the academic program and teaching budgets including projections, strategic financial planning and reporting.
Act as point of contact for financial staff for graduate student salary, tuition and health insurance, and DGA submission.
Work with Student Liaison Committee (SLC) and other student organizations to establish budgets, determine funding needs and carry out reimbursements.
Monitor and update content on the academic web pages.
Monitor international student compliance with ESL course requirements/attendance.
Monitors academic progress of all graduate students.
Manage the overall annual graduate admissions and student recruitment process.
Oversight and management of various admissions databases and spreadsheets used to track admissions status and demographics.
Coordinate with the KSAS Graduate Admissions office to establish department’s admissions’ deadline.
Provide content updates for University’s Admissions’ website.
Provide reports, recommendations, and data to the Admissions Committee.
Facilitate and attend Admissions Committee meetings.
Ensure the department’s Admissions Committee has view access to on-line application files.
Determine allowability and process fee waiver requests for applicants.
Update information in Apply Yourself (AY) as needed.
Enter final decisions into AY.
Prepare on-line files of accepted students for enrollment.
Monitor on-line application process, respond to e-mail inquiries and communicate with prospective candidates.
Distribute reports and information to appropriate faculty members.
Oversee preparation of distribution of emails and correspondence to admitted candidates, Open House materials and other information to admitted candidates.
Oversee notification to non-admitted applicants.
Marketing and Recruiting
Collaborate with faculty committees in developing and evaluating recruitment materials; attend minority recruitment opportunities; attract, recruit, integrate and support the next generation of research talent.
Oversight and management of recruiting database used for scheduling during recruitment activities.
Work with various faculty committees to create and update media promoting both Chemistry and CBI academic programs.
Work with Recruitment and Admissions Committee to develop annual Visitation Weekend for prospective graduate students and enlist faculty and graduate students.
Organize visits from prospective and accepted graduate students.
Oversee coordination of undergraduate open house events and enlist faculty and current undergraduates in this effort.
Oversee mass mailing to accepted freshmen.
Measure the success of marketing methods in recruitment.
Advising and Counseling
Advise graduate students on various issues (e.g. matriculation process, University policies and procedures that affect them).
Advise international students of resources to improve language and other remedial resources.
Acts as first point of contact for students in crisis (physical/mental health and or academic progress).
Collaborates with the Chair and Student Counseling regarding sensitive issues.
Team with faculty advisor/mentor to advise students of academic requirements.
Advise students of fellowships and research opportunities and procedures for application.
Manage and allocate costs to both non-sponsored and sponsored accounts related to academic operations (CBI operating, recruitment, subsidy).
Assist with preparation and submission of grant applications related to CBI (NIH) training grant. Maintain statistical data, including other support, biosketch, student demographics, program participation, etc for compilation in various reports.
Maintain data on graduate student support.
Report Management and Data Analysis/Other
Compile and analyze academic data to complete surveys, questionnaires and other statistical reports related to the department’s academic program.
Act as point of contact and handles all routine data reporting needs related to undergraduate and graduate students.
Prepare reports for the Graduate Program and Admissions Committees and others as needed.
Track academic progress of students from admission to conclusion of their academic program.
Attend department and University-sponsored training to increase knowledge, improve skills, and learn new skills. May substitute University training for supervisor-approved commercial job related course offerings.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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