Academic Program Administrator
Starting Salary Range: $44,748 to $61,610 per year
Employee group: Full Time
Schedule: Monday through Friday
Exempt Status: Exempt
Location: 25-MD:JH at Columbia Center
Department name: 60003332-Educator Preparation Programs
Personnel area: School of Education
Provides guidance, academic and administrative support in the Education Division on the utilization of consistent and efficient administrative systems, including budget development, enrollment trend analysis, enrollment management support, course sequence planning, expense management and day-to-day administration of Master’s and Certificate programs. Represents support staff on SOE administrative committees. Serves as a liaison to administrative service providers at the Campus Centers, in Enrollment Management, faculty, SOE Leadership, and IT to articulate best practices, priorities, administrative concerns, and needs of the School.
Specific Duties & Responsibilities:
- Develops and implements administrative processes, procedures, and systems including work flow, course scheduling, electronic and paper record keeping systems.
- Directly or with Program Coordinators, implement and/or communicate policies and procedures for faculty including adjunct faculty contract process, processes and procedures for ordering textbooks, syllabi submission/format, obtaining class rosters, payment schedule, course tagging in Blackboard, and graduation.
- Directly or with Program Coordinators, using SIS to generate contracts for adjunct faculty payment. Ensure contract accuracy, track and verify adjunct contracts are timely stewarded through the SOE centralized finance and payroll processes.
- Monitors course enrollments to update contracts as needed.
- Works with Payroll Office on reconciliation.
- Processes Payroll Request Forms for payment.
- Works with the Payroll Office and Program Coordinators to manage the process of new adjunct faculty hires: including coordinating process for establishing a JHED I.D., I-9 EVerify, SIS data entry, new hire forms, Blackboard training, and communicating / sharing information on School procedures and expectations.
- Acts as a liaison with Program Coordinators, faculty, adjuncts, students, prospective students, applicants and the offices of school leadership, admissions, registration, financial aid, student accounts, human resources, payroll, finance, campus/centers, technology, marketing, alumni office, student affairs, university, and outside partners.
- TFA/TNTP: Administrative support to track and reconcile TFA cohort tuition, request cohort/course association from Registrar, submit TFA grades to Baltimore County Public Schools for reimbursement, assist with budget methodology and SIS course data entry. Meets with support staff to review budget process.
- Urban Teachers: Administrative support to assist with processing of new full-time and adjunct hires, course development and scheduling, and SIS course data entry.
- Meets with support staff to review budget process.
- Leadership: Organize and facilitate support staff meetings, invite SOE stakeholders, share best practices, SOE goals, priorities, and information.
- Conduct training.
- Expert User: Serves as an expert user and provides guidance and assistance to program support to enhance their use of SIS, and other systems that are available to enhance SOE enrollments, minimize stop-outs, and deliver quality student support.
- Regulatory Compliance & Institutional Reporting: Facilitates reporting effort in conjunction with the Assessment Office, faculty and program leads: Title II [Federal], TPIP & Teacher Staffing [State]. Provides information for US News & World Report, JHU Economic Impact and other reports as requested.
Academic Year, Financial Planning, Budget Development and Trend Analysis
- October through March, works in conjunction with the Finance Office as requested, in the development and implementation of a consistent process that results in valid projections for financial planning and budget development.
- The process is initiated by gathering and compiling all course information and projections for the next fiscal year.
- Followed by examining the logic of how classes are offered for program completion, including course sequencing, campus selection and hours is reviewed.
- Accurate entering the information into SIS.
- Finally, care review of SIS data. Works with the Business Office to refine enrollment projections and expense budgets for the upcoming fiscal year.
- Prepares budget materials and participates in annual budget planning and development meetings with the Finance Office and School leadership.
- As requested, serves as a liaison to teams convened by the Finance Office to develop processes for the collection and communication of credit hour data to make realistic course-by-course enrollment projections.
- Serves as a divisional resource to share understanding of the process and provide insight with respect to the data analysis and interpretation of data.
- Throughout the year oversees and monitors program expenditures, forecasts change in revenue and expenditures.
- Provide Finance Office with TFA/TNTP enrollment data.
- In coordination with the Finance Office and the SOE Enrollment Management team, supports prioritizing monitoring of credit hour production and monthly admissions data.
- Advocates system use serves as a knowledge resource, and mentors peers on systems utilization.
- Provides guidance to other program support in methodology for efficient planning for course sequencing, making optimal use of resources.
- Oversees and monitors program expenditures, TAs, faculty overloads, faculty Professional Development funds, procurement and travel card transactions.
Level of Independent Decision Making
- Duties are varied in nature, requiring the solving of both commonly encountered and unusual problems.
- On a regular and continuous basis exercises administrative judgment and assists the Program Leads in determining program priorities and policies.
- This position assumes responsibility for decisions, judgments, and procedures and follows through to meet scope of responsibilities.
- The Program Leads 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.
Internal and External Contacts
- Regular contact with academic leadership, faculty, and staff.
- Regular contact with the Financial Operations, Human Resources, Payroll Office, Marketing and Alumni Services.
- Regular contact with Center Director to coordinate special events, course scheduling, student recruitment, etc.
- Regular contact with enrollment management and student services managers and staff on wide range of matters related to admissions, registration, financial aid, student accounts, registration and financial aid issues.
Minimum Qualifications (Mandatory):
- Bachelor’s degree.
- 3 years progressively responsible experience in program management and /or 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.
- Master’s degree
- 5 years progressively responsible experience in program management and /or program administration in an academic environment
Special Knowledge, Skills, and Abilities:
- Strong working knowledge of administrative and academic operations, with the ability to analyze work processes to develop and write procedures and identify improvements/enhancements to ensure the most effective administrative operations within the department/division.
- Knowledge of basic budgeting, with ability to use past historical data to forecast trends, reconciles, compare budgeted to actual expenditures and react to trends.
- Knowledge of JHU/SOE Systems such as SIS, TK 20, SAP, etc. or ability to quickly learn these systems.
- Comfort working with databases and creating and maintaining spreadsheets.
- Knowledge of university/school policies and procedures and ability to apply that knowledge to day to day operations.
- Demonstrated ability to exercise independent judgment and critical thinking to resolve issues.
- Demonstrated experience in academic advising (of adult learners, strongly preferred).
- Strong interpersonal skills, including the demonstrated ability to communicate and work effectively with a diverse clientele and colleagues.
- Excellent verbal and written communication skills; with the ability to make presentations to small groups, represent the School at recruitment events and write basic reports and create correspondence that follows proper form, style and grammar.
- Demonstrated ability to manage multiple tasks simultaneously and set priorities.
- Demonstrated ability to plan work, train/develop, coach, and counsels other staff members.
- Ability to identify organizational needs and initiate strategies aligned with the departmental mission, strategic directions, and program.
- Ability to develop and manage financial record keeping systems; develop budgets; project, analyze and respond to financial expense and revenue trends; and reconcile financial data.
- Apply technology to enhance academic performance.
- Ability to analyze and make recommendations in response to trends in student recruitment, admissions and enrollment.
- Ability to develop systems to manage program data and information, including student data.
- Ability to interact with and manage staff resources in a consistent and equitable manner to maximize achievement.
- Ability to understand and articulate program details to students and other inquiries.
- Think critically, make decisions, and solve problems independently.
- Evaluate student, faculty and staff concerns and needs and identify appropriate solutions.
- Utilize effective written and oral communication, with the ability to write clearly and concisely while using correct grammar and punctuation.
- Ability to successfully communicate, understand, and interact with a diverse population with differing life experiences, needs, physical abilities and ethnic and cultural orientations.
- Ability to work effectively in groups and develop collegial relationships.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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