Academic Program Administrator (Materials Science & Engineering)

Johns Hopkins University; Baltimore (MD); Hybrid; USD 48,000 - 84,100; Full time

Job summary

Johns Hopkins University, Whiting School of Engineering, Materials Science & Engineering, seeks an Academic Program Administrator to manage day-to-day operations for the academic program including admissions, registration, and grant administration. This role requires coordination with the program director, budget oversight, and compliance tasks.

The position supports graduate and undergraduate activities, handles payroll processing, facilities coordination, and course scheduling, 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 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.

Responsibilities

• Oversee day-to-day administration of the academic program, including student admissions, registration, and grant administration.
• Develop and implement processes, procedures, and systems for scheduling, databases, and payroll processing.
• Coordinate with program director/department chair for course scheduling and accreditation activities.
• Prepare program reports and monitor expenditures to support budget development and projections.
• Manage HR related tasks for faculty and graduate students, including hires and stipends.

Education

Bachelor's Degree

Tools

SAP

Concur

JHED

Slate

Canvas

Microsoft 365

SIS

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

• 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.

Job Posting Title (Working Title): Academic Program Administrator (Materials Science & Engineering)
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $48,000 - $84,100 annually (Commensurate w/exp.).
Employee group: Full Time
Schedule: M-F, 37.5 hrs weekly
FLSA Status:Exempt
Location: Hybrid/Homewood Campus
Department name: MSE Administrative
Personnel area: Whiting School of Engineering