The Sr. Academic Program Administrator oversees all aspects of day-to-day administration of the Advanced Studies in Education. This role requires strong organizational, analytical, management/supervisorial skills and the ability to execute the varied duties and responsibilities independently with minimal supervision.
Overview of Duties & Responsibilities:
Represent departmental 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 programs
Responsibilities also include, but are not limited to, financial oversite of program budgets, marketing, and recruitment
Supervise the 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 the Department Chair and 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 the chair and program directors on a quarterly basis
Act as a liaison and represent the department 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 the chair and program 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 the chair and 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 P-card transactions
Work closely with department or program specific advisory committees to ensure that these committees have appropriate knowledge of policies and practices across the programs as they work collaboratively with the Sr. Academic Program Administrator to continue the process of policy development across doctoral programs
Level of Independent Decision Making: Duties are varied in nature, requiring solutions to both commonly encountered and unusual problems. On a regular and continuous basis, exercises administrative judgment and assists the Department Chair and the Program Directors in determining departmental and program priorities and policies. This position assumes responsibility for decisions, judgments, and procedures and follows through to meet scope of responsibilities. The Department Chair and/or Program Directors 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. Minimum Qualifications (mandatory):
Requires 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. 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. Preferred Qualifications:
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
Attention to detail, follow through, initiative and accuracy
Ability to work independently and be a proactive leader
Excellent technical and computer skills (Internet, and software applications: word processing, spreadsheets, presentations, etc.)
Ability to provide high-level support in academic matters to the department chair, program directors, faculty, and students
In depth knowledge of University academic policies and procedures, and the ability to 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
Classified Title: Academic Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F. 8:30am-5:00pm Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 60003331-Research and Doctoral Programs Personnel area: School of Education
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.