Academic Program Administrator

The Johns Hopkins Krieger School of Arts and Sciences (KSAS) is seeking an Academic Program Administrator for the Classics department who will be responsible for administrative, financial, operational, or academic duties. The Academic Program Administrator is responsible for the following: budget management, administration, and/or allocation; processing faculty, postdoctoral fellow, and student payroll; executing financial functions and processes; academic program planning and implementation; facilities/space management oversight; and student and academic support systems. This position will report to the Director of Administration Operations, with a dotted line to the Department Chair, and may involve continuing collaboration with peers in other departments or programs to effectively support the department's needs.

While this is a hybrid position, the employee would be fully on-site during the introductory period for training, onboarding, and in-person meetings, etc.

Specific Duties & Responsibilities

Fiscal Administration

• Work closely with department leadership to develop budgets and produce ad hoc reports. Provide budget forecasting and projections. Research and resolve budget discrepancies.
• Reconcile, maintain, and project departmental budgets (operating, carry-forward, sponsored projects, discretionary, restricted, faculty research budgets, etc.).
• Verify and process check requests, travel reimbursements, invoices, and fund transfers.
• Develop various departmental reports (budget and non-budget) for department faculty and administration.
• Process disbursement of undergraduate and/or graduate student funding.
• Procure computers, equipment, and supplies for office, classroom, events, and faculty research.

Academic Support

• Coordinate academic and/or special events. Communicate and coordinate with guests to arrange travel, accommodations, and meals, work with caterers for event planning.
• Manage and allocate costs related to academic operations and department events (orientation activities, recruitment activities, student group activities, presentations, colloquia, etc.).
• Process faculty and graduate student appointments. Complete required forms to ensure personnel receive appointment letters.
• Facilitate faculty searches. Oversee hiring procedures, publicize the ad, create Interfolio portal, manage campus visits, process reimbursements.
• Assist the chair in establishing and updating academic program policy and procedures and ensure compliance with university requirements and standards.
• May assist with student admissions. Acquire student applications, 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.
• Manage course planning. Input data into SIS for departmental graduate aid and CLSS for course scheduling, submit schedule change and new course forms, and complete cross-listing requests.
• Manage listservs and circulate relevant information.

HR & Administrative Support

• Process ISR, EA, and OMT transactions for all new hires, bonus supplements, position creation, position maintains, and termination for all faculty, postdoctoral fellows, and graduate students.
• Communicate with OIS and KSAS HR on visa issues for faculty, fellows, visitors, and students.
• Manage student payroll transactions for student employees, fellowships, etc.
• Advise and support new faculty and students on the policies and procedures of the university.
• Maintain the department website on a regular basis.
• Develop and document administrative policies and procedures for the department.
• Monitor physical plant within department-assigned spaces. Submit requests for maintenance and repair.

Special Knowledge, Skills, & Abilities

• Knowledge of SAP (ECC, Analysis, and Shopping Cart), SIS (DGA, Advisor Dashboard, Administrator Dashboard, and CLSS), JHED, Slate, Word, and Excel.
• Excellent organizational, decision-making, and communication skills.
• The ability to work independently and prioritize tasks.
• Ability to work on multiple projects at the same time, prioritize workload, and work under pressure deadlines.
• Social/emotional acuity and the ability to navigate working in a nuanced and diverse environment.
• Proficiency with databases/spreadsheets and JHU financial systems (SAP).
• Knowledge of JHU policies and procedures, payroll system, grants management, and administration.
• Ability to maintain a professional demeanor and determine proper communication of confidential or sensitive information in interactions both internal and external to the department.

Physical Requirements 

• Must be able to work in a standard office environment.

• Ability to sit in a normal seated position for extended periods.

• Must be able to lift 25 lbs.

• May need to stand for extended periods during in-person workshops and special events.

• Dexterity of hands to operate a computer keyboard, mousepad, and other office machinery.

• Requires a degree of mobility common to working in an office environment; bending, kneeling, or standing during events and presentations may be required.

• Bachelor's Degree.
• Three years progressively responsible experience in program administration in an academic environment.
• Additional education may substitute for required experience and additional experience may substitute for required education to the extent permitted by the JHU equivalency formula.

• Experience with SAP, JHU systems.
• Master's Degree.
• Previous experience in higher education.

Classified Title: Academic Program Administrator 
Role/Level/Range: ACRP/03/MC  
Starting Salary Range: $48,000 - $84,100 Annually ($70,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 am - 5:00 pm 
Exempt Status: Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Classics 
Personnel area: School of Arts & Sciences