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Job Req ID:  62585

Senior Academic Program Administrator

The Department of Counseling and Educational Studies is seeking a Senior Academic Program Administrator who will oversee all aspects of day-to-day administration of the Department. This role requires strong organizational, analytical, and management/supervisorial skills and the ability to execute the varied duties and responsibilities independently with minimal supervision.

 

Specific Duties & Responsibilities:

Major Responsibilities

  • Represent departmental programs and make decisions on administrative matters.
  • Exercise independent judgment and apply knowledge of administrative and academic policies to support the successful function of the department.
  • Develop and implement processes, procedures, and policies.
  • Work toward efficiencies across programs.
  • Supervise the department’s administrative staff in their duties, such as tracking academic progress and graduation, admissions, data management and reporting, and special event planning
  • Responsibilities include but are not limited to financial oversite of departmental and program budgets, marketing, and recruitment.

 

Departmental and Program Administration

  • Maintain strong knowledge and understanding of all department and program requirements, distinctions, and complexities.
  • Develop and implement departmental and program administrative processes, procedures, and systems.
  • Develop independently and in conjunction with the Department Chair, elements of academic year planning that include, but are not limited to, enrollment projections and expense budgeting for upcoming year.
  • Develop and implement a consistent process that results in valid projections for financial planning and budget development, which includes the oversight, monitoring, and reconciliation of program expenditures. Conduct independently budget analyses that result in the development of budget reports and recommendations that will be provided to the chair and program directors on a quarterly basis.
  • Act as a liaison and represent the department in administrative matters, at both the school and university level, such as human resources, payroll, financial, technology, operations and student support.
  • Review and consult with the Department Chair regarding catalog, website, and other marketing and communications material content and updated information on an as-needed basis. Ensure that Development and External Relations are aware of any program changes. Consult with Program/Center Director on marketing plans and creative materials.
  • Implement and maintain university policy and procedures with respect to confidential faculty and student records.
  • Ensure that university and school policies with respect to data/information security are communicated and followed.
  • Directly or through staff, prepare all adjunct faculty contracts. Implement and/or communicate policies and procedures for faculty including faculty contract process, payment schedule, and syllabi submission/format.
  • Work with Payroll to hire new adjunct faculty, faculty advisers, and teaching assistants.
  • Directly or through staff, process and track Travel Reimbursement Requests, Online Payment Requests, and PCard Transactions.
  • Given duties described above, work closely with department or program specific advisory committees to ensure that these committees have appropriate knowledge of policies and practices across the programs as they work collaboratively with the Sr. Academic Program Administrator to continue the process of policy development across doctoral programs.

 

Level of Independent Decision Making

  • Duties are varied in nature, requiring the solving of both commonly encountered and unusual problems.
  • The successful candidate exercises administrative judgment on a regular and continuous basis and assists the Department Chair in determining departmental and program priorities and policies. 
  • This position assumes responsibility for decisions, judgments, and procedures and follows through to meet scope of responsibilities.
  • The Department Chair is consulted for clarification of policies/procedures.
  • Work is guided by the university’s policies, established strategies, and plans, normally subject to senior management guidance and periodic review of goal achievement in relation to agreed-upon strategies.

 

Minimum Qualifications (Mandatory):

  • Bachelor’s Degree.
  • Requires 3 years progressively responsible experience in program administration in an academic environment.
  • Additional education may substitute for required experience, to the extent permitted by JHU equivalency formula.

 

Preferred Qualifications:

  • Master’s degree.
  • 5 years progressively responsible experience in program administration in an academic environment.

 

Special Knowledge, Skills & Abilities:

  • Excellent proofreading and editing skills required.
  • Ability to maintain confidential information.
  • Attention to detail, follow through, initiative and accuracy.
  • Ability to work independently and be a proactive leader.
  • Excellent technical and computer skills (Internet, and software applications: word processing, spreadsheets, presentations, etc.)
  • Experience with project management.
  • Ability to provide high-level support in academic matters to the program director, faculty, and students.
  • In depth knowledge of University academic policies and procedures, and the ability to independently interpret and supply University academic and business policies and processes related to the students.
  • Strong organizational, administrative and problem-solving skills.
  • Research, data management, and data analysis skills.
  • Experience with project management and systems thinking.
  • Ability to interact with staff of all levels within the organization, keep projects moving forward and motivate team members to perform.
  • 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 SAP, SIS and other related JHU educational support systems, preferred.
  • Intermediate proficiency in Microsoft Office Suite, FileMaker Pro, Google Suite, and Qualtrics.
  • 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.

 

Supervisory Responsibility:

  • Will supervise 3-5 Academic Program Coordinators.

 

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 the 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. 

 

Classified Title: Academic Program Administrator

Working Title: Senior Academic Program Administrator  
Role/Level/Range: ACRP/03/MC 
Starting Salary Range: $45,650 - $62,850 annually (commensurate with experience)
Employee group: Full Time 
Schedule: 37.5/ Monday - Friday 
Exempt Status: Exempt  
Location: Homewood Campus 

Department name: ​​​​​​​Counseling
Personnel area: School of Education

 

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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

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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