Academic Program Administrator - Executive MBA Program (Academic Programs)

Johns Hopkins University; Baltimore (MD); Hybrid; USD 35,000 - 61,000; Full time

Job summary

Johns Hopkins University’s Carey Business School seeks an Academic Program Administrator for the Executive MBA program. The role shapes the student experience from admission to graduation, requiring strategic planning and cross-functional collaboration.

The position handles day-to-day program administration, fiscal tasks, and HR support, coordinating admissions, course scheduling, budgeting, and compliance. Occasional travel to Harbor East and evening/weekend hours are required.

Qualifications

• Bachelor's degree required; substitutions possible per JHU policy.
• Minimum of 3 years of progressive program administration experience in an academic environment.
• Additional education or experience may substitute for required education or experience per policy.

Responsibilities

• General Program Administration: develop processes, schedules, and databases; assist in marketing materials; manage spaces and facilities; prepare program reports and budgets.
• Fiscal Administration: reconcile budgets, process travel and invoices, onboard faculty, manage fellowship funds.
• Academic Support: assist with graduate admissions workflows, manage student paperwork, coordinate course planning and events; liaise with visa and HR systems.
• Human Resources Support: process new hires, bonuses, position changes and terminations for faculty and graduate students; assign tax-related stipends.
• In addition to the duties described above: partner with Program Director on MBA residencies, design student engagement initiatives, manage events and logistics, build partnerships, and assess program effectiveness.

Skills

Program administration

Communication

Customer service

Education

Bachelor's Degree

Tools

SAP

Concur

JHED

Slate

Canvas

Microsoft 365 (Word & Excel)

Job description

JHU Carey Business School is seeking an Academic Program Administrator - Executive MBA Program. The individual will be a key member of the MBA Programs team and is responsible for responsible for shaping and executing a comprehensive student experience strategy that supports the academic, professional, and personal growth of our Executive MBA students.

This role demands a blend of strategic vision, meticulous planning, and collaborative execution to ensure a positive and impactful student journey from admission through graduation. It also requires flexibility to work with multiple distinct student populations.

The Academic Program Administrator carries out administrative and financial tasks for the assigned academic program. This position is responsible for overseeing all aspects of day-to-day administration of an academic program; this includes student admission, registration, training and grant administration.

This position is located at our Washington DC location, with occasional travel to our Harbor East location required. Evening and weekend work will be required to accommodate program needs.

Specific Duties & Responsibilities

General Program Administration

• Develop and implement processes, procedures, and systems. May include course scheduling system, student and faculty database, faculty contracts, payroll processing.
• Work closely with program director or department chair in establishing program course schedules
• May participate in developing marketing materials, brochures, catalogs, requiring planning, coordination, knowledge and understanding of the academic program.
• Represent the program in administrative matters. May include issues pertaining to space, facilities, technology, student information system, classroom support.
• Develops various program reports (budget and non-budget).
• Oversee and monitor program expenditures. Contributes to program budget development and projections.
• Manage applicable aspects of accreditation for the graduate programs.
• Responsible for regulatory compliance with state board and other related agencies' requirements.

Fiscal Administration

• Reconcile, maintain, and project departmental budgets (operating, carry-forward, fellowship, teaching assistantship, sponsored projects, discretionary, restricted, and faculty research budgets).
• Verify and process all departmental check requests, travel reimbursements, invoices, and fund transfers.
• Onboard faculty and coordinate payment through their home department.
• Process fellowship fund dispersal for undergraduates and graduate students.
• Procure computers, equipment, and supplies for office, classroom, events, and faculty research.

Academic Support

• May assist with graduate student admissions (acquire student applications from Slate, 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).
• Oversee graduate student paperwork (communicate with and complete forms for the Graduate Board to ensure students receive their advanced degree, non-resident status, or a leave of absence). Process teaching assistantships and fellowship applications for graduate students.
• May manage student applications to research fellowships.
• Manage course planning, course scheduling, course changes and complete cross-listing requests.
• Coordinate academic events (communicate and coordinate with departmental guests to arrange accommodations and meals, work with caterers for event planning.
• Communicate with OIS on visa issues for faculty, visitors, and students.
• Manage listservs and circulate relevant information.
• Exercise independent judgment and apply knowledge of administrative and academic operating policies to support student success.
• Provide excellent customer service to students by relating program information and resources.
• Assist students with administrative tasks and issues, like fulfilling school-wide requirements.
• Perform other related duties as requested.

Human Resources Support

• Process all new hires, bonus supplements, position creation, position changes and termination for all faculty and graduate students.
• Assign students to appropriate tax-related stipend positions.

In addition to the duties described above

• Partner with Program Director on the strategy, planning, and execution of MBA residencies, orientations, onboarding programs, graduation events, and other signature student experiences for Executive MBA students.
• Design and enhance student engagement initiatives that foster community, professional development, and a high-quality student experience from admission through graduation.
• Manage all event and course logistics, including budgets, procurement of course materials, venues, catering, marketing, technology, and stakeholder coordination to ensure seamless program delivery.
• Build strong partnerships with faculty, staff, alumni, executive coaches, and campus stakeholders while serving as a key point of communication and support for students.
• Assess program effectiveness through data, feedback, and metrics, driving continuous improvement and innovation across MBA and undergraduate business programming.

Minimum Qualifications

• 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.

Preferred Qualifications

Technical Qualifications & Specialized Certifications

• General knowledge of SAP (ECC, Analysis, and Shopping Cart), Concur, JHED, Slate, Canvas and Microsoft 365 (Word and Excel)
• Experience with SIS (DGA, Advisor Dashboard, Administrator Dashboard, and CLSS)

Technical Skills and Expected Level of Proficiency

• Administrative Skills - Developing
• Compliance and Accreditation - Developing
• Database Management and Analysis - Developing
• Data Query and Reporting - Developing
• Event Coordination - Developing
• Financial Administration - Developing
• Human Resources Information Systems (HRIS) - Developing
• Oral and Written Communication - Developing
• Program Management - Developing
• Record Keeping - Developing

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Academic Program Administrator
Job Posting Title (Working Title): Academic Program Administrator - Executive MBA Program (Academic Programs)
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $25.23 - $44.20 HRLY ($33.00 targeted; Commensurate w/exp.)
Employee group: Casual / On Call
Schedule: Variable
FLSA Status: Exempt
Location: Hybrid/District of Columbia
Department name: Academic Programs
Personnel area: Carey Business School