Academic Program Administrator

We are seeking an Academic Program Administrator who will be responsible for oversight and management of the academic program of approximately 350 Undergraduate and 100 MSE graduate students in the Chemical & Biomolecular Engineering (ChemBE) department. Will coordinate and manage activities related to academic affairs - including recruitment, admissions, advising, scheduling, financial services, data management, faculty onboarding, student services, and event planning. This position shares information and resolve issues with the WSE Graduate Affairs and Admissions Offices, Registrar’s Office, Homewood Graduate Board, Office of International Scholar Services, Payroll Department, Financial Aid office, department faculty, other Homewood and East Baltimore academic departments and faculty, and current and prospective students. This role makes recommendations to the department chair, administrator, and faculty committees regarding academic policies and procedures, student morale issues, etc.

Specific Duties & Responsibilities

Graduate Recruitment & Admissions

• Partner with Marketing and Communication efforts in recruiting prospective students.
• Support department presence at recruitment events on and off campus, as needed.
• Collaborate with Marketing and Communications regarding program-specific content for marketing materials and the department’s webpages.
• Maintain MSE Canvas site to facilitate advisor matching and distribute programmatic information to registered students.
• Develop and manage department communications with applicants/prospective students and work with WSE Admissions to ensure timely and accurate processing of admissions information to applicants.
• Facilitate campus visits for prospective students.
• Design and create visitor information packets, reserve space for group events, coordinate catering as needed.
• Manage the graduate application process for the ChemBE MSE and BSMSE programs.
• Maintain graduate application data and materials and package for ChemBE faculty to review, enter admissions information including financial aid and fellowship packages in the admissions system.
• Pre-vet graduate applications for baseline requirements and make recommendations to the faculty for all admissions review.
• Oversee the facilitation of document processing for enrolling new students, including international students.
• Generate statistical reports related to application and admission data.
• Work closely with faculty, the WSE Office of Graduate Academic Affairs and the WSE Development Office on WSE student fellowship awards – identifying available funds and matching with student applicants.
• Create & manage communications and responses from admitted students.

Student Services

• Organize and administer new student orientation sessions, virtual and in-person open houses, and welcome webinars, including communications, invitations to on and off campus speakers and guests, refreshments, and room reservations through 25Live.
• Participate in selecting and ordering materials to support recruitment and other events, such as “swag”/gifts, award certificates, honors cords.
• Process of change of major requests to include communications with student, faculty and staff to ensure timely form completion, assignment of faculty mentors, and adding students to email lists appropriate to their degree program and academic year.
• Advise and assist students with academic, financial and administrative concerns. Maintain confidential student records, including admissions information, study plans, LOA, co-op/internship opportunities and non-resident status.
• Support student registration.
• Advise undergraduate, MSE and combined BSMSE students on academic requirements, assign academic advisors and faculty mentors.
• Provide a safe environment for students to talk about concerns and plans.
• Evaluate and refer students as appropriate to Counseling Center, Graduate Affairs (Student Support and Outreach), Graduate Academic Affairs, OIS, etc.
• Follow up on individual students as necessary.
• Create and manage electronic database for student-related data.
• Coordinate with graduate program director and other faculty to develop, write and distribute annual student evaluations.
• Work closely with WSE Academic Advising to ensure that undergraduate program requirements are clearly communicated, especially for students in the concurrent BSMSE program; help identify and support students with academic concerns, such as academic probation.
• Support the Director of MSE Studies with identifying students on academic probation and coordinate follow-up to ensure academic progress.
• Verify and report completion of MSE student requirements to the Homewood Graduate Board and process Stellic degree audits, readers letters for essay-based students, and other certificates of completion as part of the conferral packet.
• Serve as subject matter expert and resource to assist faculty with the electronic application system (Slate) as well as the student entry support system (SIS), the student health insurance and tuition reporting system (DGA) and graduation systems and processes (both internal and external to the department).
• Coordinate MSE student essay presentations and MSE Day events.
• Disseminate results to the appropriate offices and update departmental student records and systems related to these results.
• Collaborate with the WSE Office of Graduate Academic Affairs on unique student circumstances, special students, disciplinary actions, tuition or other financial support issues.
• Assist alumni in resolving international, transcript and degree verification issues.
• Prepare various social correspondences for students for travel, late registration, employment, funding, OPT, CPT, visas, LOA, non-resident status, degree verification, and part-time registration.
• Maintain all documents and records for applicants, active students, and alumni.
• Compile and submit data for US News and World Report and other national surveys.

Curricular Support

• Utilize CLSS, SIS (Student Information System) and Registrar’s office forms to assist with course scheduling processes, including completing course worksheets, ensuring timely submission, processing changes, working with faculty and Registrar’s Scheduling division, requesting classroom assignments and equipment each semester.
• Coordinate with the Registrar’s Scheduling division and department faculty the scheduling of midterms and final examinations.
• Support onboarding of new faculty to support the department’s teaching requirements.
• Provide support for the ABET accreditation and represent department at school-wide accreditation process meetings.
• Support the Director of Undergraduate Studies in managing the freshman introductory class (540.101).
• Act as a member of the Undergraduate Curriculum Committee and MSE Committee, support faculty in evaluating course and program outcomes and determine strategies for improvement, especially as part of the CUE2 initiative.
• Maintain courses in the catalogue and SIS for Program of Study and Foundational Ability tagging.
• Provide data collection, generate statistical reports related to admissions data, and provide other support for the ABET accreditation; represent department at school-wide accreditation process meetings; support department in scheduling the on-site visit of the reaccreditation team.
• Schedule Class Meetings (Freshman, Sophomores and Juniors, each semester)
• Facilitate, with the Director of MSE studies, MSE advisor-matching processes and cooperative learning experiences; assist advisors and mentors with registration questions as well as with resolving all registration alerts and holds.

Other

• Process DGA for all MSE students each semester to include Dean’s Master’s Fellowship, Department Tuition Fellowships, GEM Scholar, Rubenstein, and other.
• Recommend and implement new policies and/or update existing policy structure. Advise faculty regarding changes to any student and academic related policies.
• Serve on various WSE and departmental advisory boards and committees, subgroups, and focus groups regarding improvement to academic related policies and processes.
• Meet with security investigators doing background checks for current and past students who are applying for security clearances.

Ongoing Initiatives

• Other projects as assigned, provide departmental administrative support as needed.

• 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 HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

• Master’s Degree strongly.
• Five to seven years progressively responsible experience in Program Administration in an academic environment.
• Additional years of progressively responsible, related experience as well as leadership and special project support/management experience is highly preferred.

Classified Title: Academic Program Administrator 
Role/Level/Range: ACRP/03/MC  
Starting Salary Range: $48,000-$84,100 Annually (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
FLSA Status: Exempt 
Location: Hybrid / Homewood Campus
Department name:  Dept of Chemical and Biomolecular Engrg
Personnel area: Whiting School of Engineering