Academic Program Administrator (Academic Affairs)

SOURCE, the community engagement and service-learning center for the JHU health professional schools, located within the Department of Academic Affairs at the Johns Hopkins Bloomberg School of Public Health is seeking an Academic Program Administrator.  The Academic Program Administrator carries 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.

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, classroom support.
• Develops various program reports (budget and non-budget).
• Oversee and monitor program expenditures. Contributes to program budget development and projections.
• Manage applicable aspects of accreditation for the 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 undergraduates and graduate students.
• Procure computers, equipment, and supplies for office, classroom, events, and faculty research.

Academic Support

• May assist with 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).
• Oversee 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). Process teaching assistantships and applications for Deans Teaching Fellowships for graduate students from other departments working for MSH.
• Manage student applications to the MSH Research Fellowship.
• 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.
• Perform other related duties as requested.

Human Resources Support

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

In addition to the duties described above

• Develop and facilitate reflection activities for students, student groups, and campus colleagues around community engagement, including support for student Reflection Leaders
• Manage and implement key SOURCE educational programs, including SOURCE Service Scholars (SSS), Community Outreach Program, TIME Health Disparities course
• Manage compliance with SOURCE and JHU policies and procedures around community engagement, including service hours reporting, Child Safety Policy, donation drives
• Coordinate key SOURCE events and programs, including Mobile Community Classrooms, SOURCE Awards process, Days of Service, National Volunteer Week, and other SOURCE-sponsored activities.
• Advise service-based student groups and SOURCE Student Governing Board members to develop, implement, and track authentic, mutually beneficial community engagement activities.

• Bachelor's Degree.
• Three years of 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.

• Master’s Degree preferred.
• Two years’ experience working with college students, student groups, and/or planning and promoting service activities. 

Technical qualifications or 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)

Technical Skills and Expected Level of Proficiency

• Administrative Skills - Developing
• Compliance and Accreditation - Developing
• Database Management and Analysis - Developing
• Data Query and Reporting - Developing
• Event Coordination - Developing
• Financial Administration - Developing
• Human Resources Information Systems (HRIS) - Developing
• Oral and Written Communication - Developing
• Program Management - Developing
• Record Keeping - Developing

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Academic Program Administrator  
Role/Level/Range: ACRP/03/MC  
Starting Salary Range: $48,000 - $84,100 Annually ($70,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday to Friday: 8:30am – 5:00pm 
FLSA Status: Exempt 
Location: Hybrid/School of Public Health  
Department name: PH Practice and Training   
Personnel area: School of Public Health