Academic Program Administrator (Academic Affairs)

Responsibilities include comprehensive academic and student support, such as managing course logistics and student communications, processing program-related paperwork, coordinating events, and supporting special initiatives and program travel. The position also provides ad hoc support to other academic programs as needed.

This role requires availability outside regular business hours several times per month, including early mornings and Saturdays, to support classes and events. The position also involves domestic and international travel several times per year for program activities and study trips.

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 and classroom support.
• Develops various program reports (budget and non-budget).
• Oversee and monitor program expenditures. Contribute to program budget development and projections.
• Manage applicable aspects of accreditation for undergraduate and 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 undergraduate and graduate students.
• Procure computers, equipment, and supplies for office, classroom, events, and faculty research.

Academic Support

• May assist with undergraduate and 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).
• May oversee and 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). May manage and process undergraduate and graduate student applications for teaching assistantships and 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.
• Other duties as assigned.

• 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.

• Prior experience in Higher Education Administration or International Relations field.

Classified Title: Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $48,000 - $84,100 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday-Friday, 8:00am-5:00pm
FLSA Status:Exempt
Location: Hybrid/District of Columbia
Department name: Academic Affairs
Personnel area: SAIS