Academic Program Administrator (Materials Science & Engineering)

The Johns Hopkins University

Baltimore (MD)

Hybrid

USD 48,000 - 84,100

Full time

14 days+

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Job summary

The Johns Hopkins University’s Whiting School of Engineering invites applications for an Academic Program Administrator in the Materials Science & Engineering department. The role manages day-to-day program operations, including admissions, registration, training, and grant administration, with emphasis on budget tracking and compliance.

Responsibilities include developing procedures, coordinating course planning and events, and handling HR tasks for faculty and graduate students while ensuring

Qualifications

Bachelor's degree required; three years of progressively responsible experience in program administration in an academic environment.
Additional education may substitute for required experience per JHU equivalency formula.

Responsibilities

Oversee day-to-day administration of an academic program including student admission, registration, training and grant administration.
Develop and implement processes, procedures, and systems for program operations.
Prepare program reports (budget and non-budget) and monitor expenditures; contribute to budget development.
Coordinate graduate admissions, student paperwork, and cross-listing requests.
Manage course planning, scheduling, and department events; assist with visa issues for faculty, visitors, and students.
Process new hires and position changes for faculty and graduate students; onboard faculty.

Skills

SAP

Concur

JHED

Slate

Canvas

Microsoft 365

SIS

Education

Bachelor's Degree

Tools

DGA

Advisor Dashboard

Administrator Dashboard

CLSS

Job description

Whiting School of Engineering's Materials Science & Engineering Department is seeking an Academic Program Administrator to 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.

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.

Minimum Qualifications

Bachelor's Degree.
Three years of 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.

Special Knowledge, Skills & Abilities

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 & Expected Level Of Proficiency