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Academic Program Administrator

Johns Hopkins University

Details

Posted: 08-Jul-22

Location: Baltimore, Maryland

Salary: Open

Internal Number: 91136-en_US

We are seeking an Academic Program Administrator who provides administration and management for several of the Clinical Research Training, Education and Career Development Programs through the Johns Hopkins Institute for Clinical and Translational Research (ICTR). Under the direction of the Academic Program Manager the Academic Program Administrator will oversees all aspects of day-to-day administration of the Pre and Postdoctoral Training Programs (TL1) funded by the National Institute of Health and the Patient Safety Collaboration Program with the Whiting School of Engineering. The Academic Program Administrator will develop, organize, upkeep, and implement processes, procedures, and systems for these efforts. The incumbent is expected to execute the varied duties and responsibilities independently, with minimal supervision.

Specific Duties & Responsibilities:

Develop and implement processes, procedures, policies, and systems. Includes utilizing and maintaining the trainee database, trainee seminar schedule, and trainee requirements for each program.
Responsibility for budgetary areas include budget tracking, and monitoring, as well as contributing to the planning and preparing of annual program budget(s) and projections.
Coordinate all trainee requirements and follow trainee progress through entire program, ensuring requirements are met, and assisting in resolving questions and problems.
Monitor and assist with the admissions processes and recruitment
Suggests and implements enhancements for a more successful trainee experience including identifying opportunities to build programs, update existing resources, and develop new resources.
Assist with preparing Annual Progress Reports and competitive grant renewal applications.
Serve as primary point of contact for program communication for trainees and faculty
Represent the program to key stakeholder groups, including university leadership, program faculty, ICTR administrative staff, Executive Committees, as well as external departmental staff and faculty and collaborators.
Plan and manage special events including, but not limited to, information sessions, trainee orientations, monthly career development meetings, conferences, seminars, committee meetings etc.
Initiate appointment & termination forms.
Manage the Flight Tracker system for scholars, trainees, and alumni
Design and collect program evaluations to monitor and evaluate training programs and produce regular reports for Program Directors
Maintain confidentiality and accuracy of sensitive records/transcripts/files.
Create strategic direction for both internal and external websites in collaboration with the Academic Program Manager and Marketing and Communications.
Manage the Patient Safety Collaborations program with the Whiting School of Engineering
Attend the annual Association for Clinical and Translational Science Conference
Other responsibilities as assigned.

Level of Independent Decision Making:

Duties are varied in nature, requiring the solving of both commonly encountered and unusual problems.
Exercise administrative judgment on a regular and continuous basis and assists the Academic Program Manager and Program Directors in determining departmental and program priorities and policies.
Assume responsibility for decisions, judgments, and procedures and follows through to meet scope of responsibilities.
Consult Academic Program Manager and Program Directors for clarification of policies/procedures.
Work is guided by the university's policies, 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):

Bachelor's Degree.
3 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.*
Excellent organizational, analytical, 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, grants preparation, etc.).
Must be able to maintain confidential information.

* JHU Equivalency Formula: 18 graduate degree credits(semester hours) may substitute for one year of experience. 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.

** Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Preferred Qualifications:

Master's Degree.
5+ years of progressively responsible and related experience.

Special Knowledge, Skills & Abilities:

Ability to provide high-level support in academic matters to the Program Directors and trainees.
Strong organizational, administrative and problem-solving skills.
Ability to directly manage a function.
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 software applications such as SIS, Slate, Microsoft Office 365.
In depth knowledge of University academic policies and procedures.
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/04/MC
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F, 8:30 am-5:00 pm
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM ICTR Inst Clin Translational Resrch
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

Note: Job Postings are updated daily and remain online until filled.

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About Johns Hopkins University

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.

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