Academic Program Administrator - KSAS (Biophysics)

The Johns Hopkins University; Baltimore (MD); Hybrid; USD 49,000 - 86,000; Full time

Job summary

The Johns Hopkins University is seeking an Academic Program Administrator to lead the administrative and financial operations of the Biophysics academic programs. The role supports undergraduate through PhD, faculty, and training activities across Krieger School of Arts & Sciences and the Johns Hopkins School of Medicine Biophysics Programs.

The position manages the day-to-day program administration, including admissions, registrations, payroll processing, grants, and compliance; provides

Qualifications

• Bachelor's degree required.
• Three years progressively responsible experience in program administration in an academic environment.
• Additional education or related experience may substitute per policy.

Responsibilities

• Oversee day-to-day administration of the academic program, including admissions, registration, training, and grant administration.
• Develop and monitor program budgets and expenditures; prepare reports.
• Coordinate graduate admissions workflows and student records; communicate requirements to applicants.
• Ensure regulatory compliance with state boards and related agencies.
• Coordinate NIH-funded training grant activities and graduate student lifecycle.

Skills

Administrative Skills

Compliance and Accreditation

Database Management

Data Query and Reporting

Event Coordination

Financial Administration

HRIS

Oral and Written Communication

Program Management

Record Keeping

Education

Bachelor's Degree

Tools

SAP

Concur

JHED

Slate

Canvas

Microsoft 365

SIS (DGA, Advisor Dashboard, Administrator Dashboard, CLSS)

Job description

We are seeking an Academic Program Administrator who will carry 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.

The Academic Program Administrator provides comprehensive administrative leadership and coordination for the Department of Biophysics’ academic programs, supporting undergraduate, master’s, PhD, faculty, and research training activities across the Krieger School of Arts & Sciences and the Johns Hopkins School of Medicine Biophysics Programs. The position manages complex academic processes, maintains critical records and compliance requirements, and serves as a central operational partner to faculty program leadership, students, and university offices.

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 applications for Deans Teaching Fellowships for graduate students from other departments working for MSH.
• Manage student applications to the MSH Research Fellowship.
• 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 listed above

• Serves as the primary administrative liaison supporting academic programs that span both the Krieger School of Arts & Sciences and the Johns Hopkins School of Medicine. Coordinates administrative processes and communication across faculty, staff, students, and central offices to ensure seamless academic operations.

Interdivisional Academic Program Administration

• Serves as the primary administrative liaison supporting academic programs that span both the Krieger School of Arts & Sciences and the Johns Hopkins School of Medicine. Coordinates administrative processes and communication across faculty, staff, students, and central offices to ensure seamless academic operations.

NIH Training Grant Coordination

• Coordinates the department’s NIH-funded institutional training grant (T32), partnering with faculty program leadership and the Senior Grants & Contracts Analyst to maintain trainee records, required training and responsible conduct of research documentation, academic milestones, appointments, annual progress reporting, RPPR and renewal materials, and sponsor and institutional compliance.

Graduate Student Academic Case Management

• Coordinates the graduate student lifecycle from recruitment and admissions through orientation, enrollment, annual progress reviews, Graduate Board Oral examinations, dissertation defenses, degree completion, and graduation. Proactively monitors deadlines, academic standing, required documentation, grade processing, and requirements under the PhD student Collective Bargaining Agreement.
• Coordinates and tracks multiple concurrent academic and administrative processes, ensuring accuracy, compliance, timely completion of deadlines, and maintenance of required records and documentation

Master’s Program & Recruitment Administration

• Coordinates administrative support for the department’s growing master’s program and graduate recruitment activities, including applicant workflow, communications, events, onboarding, and coordination with Advanced Academic Programs and faculty leadership. Identifies service gaps and ensures responsibilities are completed by the appropriate departmental or divisional partner.
• Serves as a primary point of contact and administrative liaison among faculty, students, staff, and university offices to facilitate communication, resolve administrative issues, and support academic program operations.

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 a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience supporting graduate academic programs, student lifecycle administration, or research training programs within higher education.
• Experience working with student information systems and university administrative systems in a research-intensive academic environment.

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 - KSAS (Biophysics)

Role/Level/Range: ACRP/03/MC

Starting Salary Range: $49,200 - $67,650 - $86,200 Annually (Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday - Friday. 8:30 am - 5:00 pm

FLSA Status: Exempt

Location: Hybrid/Homewood Campus

Department name: Biophysics

Personnel area: School of Arts & Sciences