"Academic Program Administrator (KSAS Finance & Administration)"

Job Details

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

We are seeking an Academic Program Administrator who will carry out administrative and financial tasks for the assigned academic program. This position is responsible for overseeing all aspects of day-to-day administration of an academic program; this includes student admission, registration, training and grant administration.

This position may provide support in any of the key areas of responsibility for departments, centers, programs, institutes, or administrative units across the Krieger School of Arts & Sciences.

Specific Duties & Responsibilities

General Program Administration

• Develop and implement processes, procedures, and systems. May include course scheduling system, student and faculty database, faculty contracts, payroll processing.
• Work closely with program director or department chair in establishing program course schedules
• May participate in developing marketing materials, brochures, catalogs, requiring planning, coordination, knowledge and understanding of the academic program.
• Represent the program in administrative matters. May include issues pertaining to space, facilities, technology, student information system and classroom support.
• Develops various program reports (budget and non-budget).
• Oversee and monitor program expenditures. Contribute to program budget development and projections.
• Manage applicable aspects of accreditation for undergraduate and graduate programs.
• Responsible for regulatory compliance with state board and other related agencies’ requirements.

Fiscal Administration

• Reconcile, maintain, and project departmental budgets (operating, carry-forward, fellowship, teaching assistantship, sponsored projects, discretionary, restricted, and faculty research budgets).
• Verify and process all departmental check requests, travel reimbursements, invoices, and fund transfers.
• Onboard faculty and coordinate payment through their home department.
• Process fellowship fund dispersal for undergraduate and graduate students.
• Procure computers, equipment, and supplies for office, classroom, events, and faculty research.

Academic Support

• May assist with undergraduate and graduate student admissions (acquire student applications from Slate, process applications within the department, notify potential students of admission status, submit accepted applications to the Admissions Office, and communicate with incoming students regarding JHU requirements before registration eligibility).
• May oversee and graduate student paperwork (communicate with and complete forms for the Graduate Board to ensure students receive their advanced degree, non-resident status, or a leave of absence). May manage and process undergraduate and graduate student applications for teaching assistantships and research fellowships.
• Manage course planning, course scheduling, course changes and complete cross-listing requests.
• Coordinate academic events (communicate and coordinate with departmental guests to arrange accommodations and meals, work with caterers for event planning.
• Communicate with OIS on visa issues for faculty, visitors, and students.
• Manage listservs and circulate relevant information.
• Exercise independent judgment and apply knowledge of administrative and academic operating policies to support student success.
• Provide excellent customer service to students by relating program information and resources.
• Assist students with administrative tasks and issues, like fulfilling school-wide requirements.
• Other duties as assigned.

Human Resources Support

• Process all new hires, bonus supplements, position creation, position changes and termination for all faculty, undergraduate and graduate students.
• Assign students to appropriate tax-related stipend positions.

Minimum Qualifications

• Bachelor's Degree.
• Three years progressively responsible experience in program administration in an academic environment.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Previous experience in a KSAS academic or administrative unit,

Technical Qualifications & Specialized Certifications

• General knowledge of SAP (ECC, Analysis, and Shopping Cart), Concur, JHED, Slate, Canvas and Microsoft 365 (Word and Excel).
• Experience with SIS (DGA, Advisor Dashboard, Administrator Dashboard, and CLSS).

Classified Title: Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $48,000 - $66,000 - $84,100 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday, 8:30 am - 5:00 pm
FLSA Status: Exempt
Location: Hybrid/Homewood Campus
Department name: KSAS Finance & Administration
Personnel area: School of Arts & Sciences

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 jhurecruitment@jhu.edu. 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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