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Job Req ID:  11015

Academic Program Administrator

Classified Title: Academic Program Administrator 
Role/Level/Range: ACRP/03/MC 
Starting Salary Range: $43,871 - $60,402
Employee group: Full Time 
Schedule: Monday through Friday 
Employee subgroup: Salaried Exmpt 
Location: 01-MD:Homewood Campus 
Department name: 60004101-Center for BioEngineering Innovation & D 
Personnel area: Whiting School of Engineering

General summary/purpose:

The Johns Hopkins Department of Biomedical Engineering (BME) is an interdisciplinary program with 8 affiliated centers and institutes that are part of a cross collaboration effort between the Whiting School of Engineering (WSE) and the School of Medicine (SOM).  The Department’s mission is to improve health through excellence in research and education at the interface of engineering, biology, and medicine.

The Academic Program Administrator is responsible for oversight of matters related to the Department of Biomedical Engineering’s Center for Bioengineering Innovation and Design (CBID) Master’s program and other CBID program activities. CBID is focused on the design and early-stage development of real-world solutions to a wide range of health care challenges, both here and globally. This position has a dual reporting structure.  The position reports to the CBID Director along with the Departments Administrator. 

The incumbent is expected to execute the varied duties and responsibilities independently, with minimal supervision.  Responsibilities include but are not limited to advising and counseling, program implementation, marketing and recruitment, tracking academic progress, data management and reporting, along with special event planning relating to students and graduates and financial oversite of the program budgets. This position also coordinates other business and administrative activities related to development and implementation of academic functions in the department.

Specific duties & responsibilities:

Academic Administration

  • Manage academic program infrastructure including admissions, administrative and program policies and procedures, website and student database.
  • Provide and evaluate services to support the teaching mission
  • Serve as front line resource for academic inquiries from within and outside JHU.
  • Establish and oversee orientation of incoming students.
  • Manage the registration process and provide support to maintain a smooth process.
  • Coordinate and assign teaching assistant (TA) positions
  • Manage academic courses including: scheduling classrooms, ordering books and desk copies, monitoring enrollments.
  • Oversee and manage the scheduling of student deliverables in keeping with program requirements, deadlines and paperwork submission.
  • Collaborate with faculty in implementing and devising new graduate student academic policies and programs.
  • Devise and implement policy.
  • Suggest and implements enhancements for more successful student experience.
  • Communicate on Director’s behalf to various student services departments on academic matters.
  • Oversee process of materials and supply orders and classroom assignments.
  •  Plans and supervises the implementation of annual special events for graduate students.  Oversee tuition payments for graduate students and processing of DGA.
  • Initiate ISRs, e-forms and other financial documents.
  • Initiate appointment & termination forms.
  • Act as point of contact for graduate student salary, tuition and health insurance, and DGA submission.
  • Monitor and update content on the academic and other CBID web pages.
  • Coordinate and oversee program events.
  • Oversee graduation celebrations for degree candidates.

Graduate Admissions

  • Manage the overall annual CBID MSE graduate admissions and student recruitment process.
  • Coordinate with the Graduate Admissions office & other JHU departments to establish department’s admissions’ deadline
  • Update content on Center Admissions’ website.
  • Provide reports, recommendations, and data to the Admissions Committee.
  • Facilitate and attend Admissions Committee meetings.
  • Ensure the department’s Admissions Committee has view access to on-line application files.
  • Process fee waiver requests for applicants.
  • Update information in Apply Yourself (AY) as needed.
  • Enter final decisions into AY.
  • Oversee preparation of on-line files of matriculants
  • Monitor on-line application process, respond to e-mail inquiries and communicate with prospective candidates.
  • Distribute reports and information to appropriate faculty members.
  • Oversee preparation of distribution of emails and correspondence to admitted candidates
  • Arrange Interview Weekend.
  • Oversee notification to non-admitted applicants.


  • Oversee CBID program budgets. 
  • Identify over-expenditures and other areas of concern. 
  • Advise and assist with resolving budget variances. 
  • Proactively advise appropriate administrative staff on status and availability of funds.
  • Keep abreast of University accounting system and policy to ensure up-to-date compliance.

Marketing and Recruiting

  • Collaborate with faculty committees in developing and evaluating recruitment materials.
  • Attend National recruitment fairs and represent CBID to prospective graduate students.
  • Work with CBID-affiliated faculty to develop annual Interview day for prospective graduate students and enlist faculty and graduate student support.
  • Organize visits from prospective graduate students.
  • Manage coordination of open house events and enlist faculty and current students in this effort.
  • Oversee mailing and other communications to prospective and accepted students.
  • Measure the success of marketing methods in recruitment.
  • Some travel required. 

Other duties might include advising and counseling, report management and data analysis, etc.

Minimum qualifications (mandatory):

  • Bachelor's required.
  • 3 years of progressively responsible and related experience required.
  • Additional education may substitute for 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. 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:

  • 5-10 years of progressively responsible and related experience, with some supervisory experience preferred.

Special knowledge, skills, and abilities:

  • Ability to provide high-level support in academic matters to the Director, faculty and students.
  • Independently interpret and supply University academic and business policies and processes related to the students.
  • Strong organizational, administrative and problem-solving skills.
  • Ability to directly manage a function.
  • 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 software applications such as SIS, ApplyYourself (AY) Microsoft Office Suite and FileMaker Pro, and Google Suite (Docs, Drive, Sheets).
  • 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.

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 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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