Academic Program Manager

Johns Hopkins University; Baltimore (MD); On-site; USD 62,000 - 111,000; Full time

Job summary

A leading university is seeking an Academic Program Manager for the Cellular and Molecular Medicine graduate program. This role is responsible for the academic, financial, and administrative oversight of a multidisciplinary PhD program, ensuring its success through strategic leadership and effective collaboration. The ideal candidate will have a Master's or Ph.D. and significant experience in academic program administration, enhancing student outcomes and managing faculty relationships.

Qualifications

• Five years experience in all aspects of academic program administration.
• Supervisory experience preferred.
• Additional experience may substitute for education.

Responsibilities

• Responsible for academic program planning, oversight, and evaluation.
• Leads initiatives for program development and improvement.
• Manages recruitment and admission processes for program students.

Skills

Analytical problem-solving

Organizational skills

Interpersonal skills

Effective communication

Education

Master's or Ph.D. in education or related field

Job description

We are seeking a Academic Program Manager for the Cellular and Molecular Medicine (CMM) graduate program who will be responsible for all programmatic, academic, financial, and administrative aspects of a large, multidisciplinary PhD program in the School of Medicine. The program includes 136 faculty members from 28 departments, 2 institutes and 2 schools with a student body of approximately 132 students. The Academic Program Manager reports to the Program Director and represents the Director in many facets of the program. The Academic Program Manager is specifically responsible for academic program planning and academic oversight, implementation, assessment, and evaluation, that includes student advising and supervision.

Specific Duties & Responsibilities

Overall Program Responsibilities

• Responsible for strategic leadership, operational management, analysis, reporting, collaboration and outreach.
• Develops, implements, and directs ideas and changes for program development and improvement.
  
• Develops and leads initiatives that improve outcomes for program students and alumni.
  
• Influences resources across the University toward the design, implementation, and evaluation of new policies, procedures, and resources.
  
• Ensures that new requirements for federally sponsored support are met, including development of new curricula and programming for career preparation.
  
• Furnishes all documentation required by the institutional Doctor of Philosophy Board and represents program when it is evaluated.
  
• Represents CMM program at national meetings.
  
• Establishes and maintains strong partnerships with program faculty, departmental administrators, and interdivisional representatives to ensure that program activities align with our students needs and program goals.
• Engages in effective collaboration with internal departments (i.e. SOM Registrar's Office, SOM Business Office, SOM Sponsored Projects Office, Office of Research Administration, Professional Development and Career Office, Office of Graduate Biomedical Education, Office of the Provost, as well as SOM graduate program directors and administrators)
  
• Maintains collaborations with our funding agency NIH/ NIGMS.

HR Management

• Recruits, hires, trains, and supervises staff while setting priorities, guiding and keep staff accountable for their job performance.
  
• Promotes a nurturing and positive work environment to foster respectful working relationships among staff and students.
  
• Cultivates staff career development to meet the programs needs including short/long term goals.
  
• Assigns staff responsibilities/workflow for program projects and tasks as they arise.
  
• Sets program policy of fiscal best practices for cost effective management of programs resources.
  
• Responsible for staff and first year student payroll processing.

Marketing & Promotional Activities

• Oversight of program promotion and representation in the biomedical sciences community.
• Serves as the primary contact with external network of schools, associations and organizations as required.
  
• Approves participation by students, faculty and staff in recruiting conferences and career fairs.
  
• Oversight of program website to ensure information reported is accurate.
  
• Facilitates a strong social media presence (e.g. CMM Linkedin group) to maintain interaction and engage alumni.
  

Academic Responsibilities

• Responsible for maintaining CMM courses in SIS to include reporting final grades.
• Responsible for managing, coordinating, and implementing CMMs 7 core curriculum each year.
  
• Spearheads meetings annually with each course director to ensure course is updated and current with lecturers participation.
  
• Oversees and assists course directors with curriculum maintenance in Canvas.
  
• Develops/recommends new course offerings, in collaboration with program director and program policy committee.
  
• Develops and implements instructional materials for new faculty admitted to program.
  
• Monitors faculty participation in program activities.

Recruitment & Admissions

• Oversees programs admission process: application processing, gathering credentials, scheduling interviews, planning recruiting events to include formulating budget and dispersing of funds.
  
• Works closely with Program Director and Program Admissions Directors to develop and implement new mechanisms for recruitment and retention of underrepresented minority (URM) student population.
  
• Assists Admissions Directors annually with number of offers/acceptances that fill incoming class slots of 18-20
  
• Acts as liaison amongst all School of Medicine graduate program Directors and Admissions Directors representing CMM when situations arise.
  
• Coordinates the matriculation process with the Registrar's Office, the Office of Graduate Student Affairs as well as the International Office in the School of Medicine
  

Student Academic Progress

• Coordinates and manages all student requirements to include orientation activities, Dissertation Board Oral (DBO) exam committees, thesis committee meeting tracking and graduation paperwork.
• Tracks students' progress through the duration of the program of study, advising students on academic requirements.
  
• Conflict resolution when student issues arise utilizing all University resources as necessary.
  
• Maintains student databases to include New Innovations as well as the Programs File Maker.
  
• Organizes and directs the semi-annual first year rotation presentations.

Administrative Responsibilities

• Has overall fiscal responsibility for the academic program, including budget projections, operating expenses and student payroll, tuition and medical insurance payments.
  
• Responsible for all financial decisions and reconciling all program accounts.
  
• Authorize all expenditures, analyze end prepare financial reports.
  

Fiscal Management-NIH Training Grant

• Facilitates the programs National Institutes of Health (NIH/NIGMS) T 32 training grant to include managing the 1.4 M annual budget, preparing the competitive renewals and annual progress reports.
  
• Assists Program Director adhering to institutional, government and other sponsor guidelines when managing the training grant.
  
• Processes Statement of Appointments and Terminations in NIH system of record eRA Commons.
  
• Manages the financial reporting of training grant funds with the assistance of the universitys Office of Sponsored Projects.
  
• Responsible for all aspects of scheduled site visits when NIH requires one during the competitive renewal process.

Database Management

• Creates and maintains on a continuous basis a complete database of student and faculty in program to satisfy federal and university requirements.
• Develops and processes for effective monitoring of student progress and alumni career choices, and post career outcome information as required by NIH.
  
• Maintains data tables from student, faculty and alumni records.
  
• Prepares statistical reports and charts as needed.
  

Program Activities

• Plans, schedules and participates in various CMM committee meetings (Policy, Admissions, Curriculum etc) providing recommendations and implementation of programmatic changes.
• Prepares agenda and meeting materials as needed.
  
• Oversees the annual program retreat including site and caterer contracts.

We are seeking a Academic Program Manager for the Cellular and Molecular Medicine (CMM) graduate program who will be responsible for all programmatic, academic, financial, and administrative aspects of a large, multidisciplinary PhD program in the School of Medicine. The program includes 136 faculty members from 28 departments, 2 institutes and 2 schools with a student body of approximately 132 students. The Academic Program Manager reports to the Program Director and represents the Director in many facets of the program. The Academic Program Manager is specifically responsible for academic program planning and academic oversight, implementation, assessment, and evaluation, that includes student advising and supervision.

Specific Duties & Responsibilities

Overall Program Responsibilities

• Responsible for strategic leadership, operational management, analysis, reporting, collaboration and outreach.
• Develops, implements, and directs ideas and changes for program development and improvement.
  
• Develops and leads initiatives that improve outcomes for program students and alumni.
  
• Influences resources across the University toward the design, implementation, and evaluation of new policies, procedures, and resources.
  
• Ensures that new requirements for federally sponsored support are met, including development of new curricula and programming for career preparation.
  
• Furnishes all documentation required by the institutional Doctor of Philosophy Board and represents program when it is evaluated.
  
• Represents CMM program at national meetings.
  

Communication & Collaboration

• Establishes and maintains strong partnerships with program faculty, departmental administrators, and interdivisional representatives to ensure that program activities align with our students needs and program goals.
• Engages in effective collaboration with internal departments (i.e. SOM Registrar's Office, SOM Business Office, SOM Sponsored Projects Office, Office of Research Administration, Professional Development and Career Office, Office of Graduate Biomedical Education, Office of the Provost, as well as SOM graduate program directors and administrators)
  
• Maintains collaborations with our funding agency NIH/ NIGMS.

HR Management

• Recruits, hires, trains, and supervises staff while setting priorities, guiding and keep staff accountable for their job performance.
  
• Promotes a nurturing and positive work environment to foster respectful working relationships among staff and students.
  
• Cultivates staff career development to meet the programs needs including short/long term goals.
  
• Assigns staff responsibilities/workflow for program projects and tasks as they arise.
  
• Sets program policy of fiscal best practices for cost effective management of programs resources.
  
• Responsible for staff and first year student payroll processing.

Marketing & Promotional Activities

• Oversight of program promotion and representation in the biomedical sciences community.
• Serves as the primary contact with external network of schools, associations and organizations as required.
  
• Approves participation by students, faculty and staff in recruiting conferences and career fairs.
  
• Oversight of program website to ensure information reported is accurate.
  
• Facilitates a strong social media presence (e.g. CMM Linkedin group) to maintain interaction and engage alumni.
  

Academic Responsibilities

• Responsible for maintaining CMM courses in SIS to include reporting final grades.
• Responsible for managing, coordinating, and implementing CMMs 7 core curriculum each year.
  
• Spearheads meetings annually with each course director to ensure course is updated and current with lecturers participation.
  
• Oversees and assists course directors with curriculum maintenance in Canvas.
  
• Develops/recommends new course offerings, in collaboration with program director and program policy committee.
  
• Develops and implements instructional materials for new faculty admitted to program.
  
• Monitors faculty participation in program activities.

Recruitment & Admissions

• Oversees programs admission process: application processing, gathering credentials, scheduling interviews, planning recruiting events to include formulating budget and dispersing of funds.
  
• Works closely with Program Director and Program Admissions Directors to develop and implement new mechanisms for recruitment and retention of underrepresented minority (URM) student population.
  
• Assists Admissions Directors annually with number of offers/acceptances that fill incoming class slots of 18-20
  
• Acts as liaison amongst all School of Medicine graduate program Directors and Admissions Directors representing CMM when situations arise.
  
• Coordinates the matriculation process with the Registrar's Office, the Office of Graduate Student Affairs as well as the International Office in the School of Medicine
  

Student Academic Progress

• Coordinates and manages all student requirements to include orientation activities, Dissertation Board Oral (DBO) exam committees, thesis committee meeting tracking and graduation paperwork.
• Tracks students' progress through the duration of the program of study, advising students on academic requirements.
  
• Conflict resolution when student issues arise utilizing all University resources as necessary.
  
• Maintains student databases to include New Innovations as well as the Programs File Maker.
  
• Organizes and directs the semi-annual first year rotation presentations.

Administrative Responsibilities

Finacial

• Has overall fiscal responsibility for the academic program, including budget projections, operating expenses and student payroll, tuition and medical insurance payments.
  
• Responsible for all financial decisions and reconciling all program accounts.
  
• Authorize all expenditures, analyze end prepare financial reports.
  

Fiscal Management-NIH Training Grant

• Facilitates the programs National Institutes of Health (NIH/NIGMS) T 32 training grant to include managing the 1.4 M annual budget, preparing the competitive renewals and annual progress reports.
  
• Assists Program Director adhering to institutional, government and other sponsor guidelines when managing the training grant.
  
• Processes Statement of Appointments and Terminations in NIH system of record eRA Commons.
  
• Manages the financial reporting of training grant funds with the assistance of the universitys Office of Sponsored Projects.
  
• Responsible for all aspects of scheduled site visits when NIH requires one during the competitive renewal process.

Database Management

• Creates and maintains on a continuous basis a complete database of student and faculty in program to satisfy federal and university requirements.
• Develops and processes for effective monitoring of student progress and alumni career choices, and post career outcome information as required by NIH.
  
• Maintains data tables from student, faculty and alumni records.
  
• Prepares statistical reports and charts as needed.
  

Program Activities

• Plans, schedules and participates in various CMM committee meetings (Policy, Admissions, Curriculum etc) providing recommendations and implementation of programmatic changes.
• Prepares agenda and meeting materials as needed.
  
• Oversees the annual program retreat including site and caterer contracts.

Minimum Qualifications

• Master's or Ph.D. in education or specific field related to program.
• Five years experience in all aspects of academic program administration. Supervisory experience preferred.
• Additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• In effective written communication skills.
• In analytical problem-solving abilities.
• In strong organizational skills.
• In excellent supervisory and interpersonal skills.

Classified Title: Academic Program Manager
Role/Level/Range: ACRP/04/ME
Starting Salary Range: $62,780-$86,390-$110,010 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5:00
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM Admin Grad Aff Cell and Molecular Me
Personnel area: School of Medicine

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at [e-mail] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

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. 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 campus. 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.

Note: Job Postings are updated daily and remain online until filled.

About the company

The Johns Hopkins University is a private research university in Baltimore, Maryland.

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