Academic Program Administrator (Health, Behavior and Society)

Johns Hopkins University•Baltimore, MD

22h•Hybrid

About The Position

The Health Behavior and Society Department is seeking an Academic Program Administrator. This role is responsible for carrying out administrative and financial tasks for the assigned academic program, overseeing all aspects of the day-to-day administration of the Department of Health, Behavior, and Society PhD program. This includes student admission, registration, training, and grant administration, as well as comprehensive academic and student support, fiscal and HR management, budget reconciliation, processing graduate student hires, and assisting with grant preparation.

Requirements

Bachelor's Degree.
Three years of progressively responsible experience in program administration in an academic environment.
Developing proficiency in Administrative Skills.
Developing proficiency in Compliance and Accreditation.
Developing proficiency in Database Management and Analysis.
Developing proficiency in Data Query and Reporting.
Developing proficiency in Event Coordination.
Developing proficiency in Financial Administration.
Developing proficiency in Human Resources Information Systems (HRIS).
Developing proficiency in Oral and Written Communication.
Developing proficiency in Program Management.
Developing proficiency in Record Keeping.

Nice To Haves

Additional education may substitute for required experience.
Additional experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Responsibilities

Develop and implement processes, procedures, and systems for academic programs, potentially including course scheduling, student/faculty databases, faculty contracts, and payroll processing.
Collaborate with program directors or department chairs to establish program course schedules.
Assist in developing marketing materials, brochures, and catalogs for the academic program.
Represent the program in administrative matters concerning space, facilities, technology, student information systems, and classroom support.
Develop various program reports, including budget and non-budget reports.
Oversee and monitor program expenditures and contribute to budget development and projections.
Manage applicable aspects of accreditation for graduate programs.
Ensure regulatory compliance with state board and other related agencies' requirements.
Reconcile, maintain, and project departmental budgets (operating, carry-forward, fellowship, teaching assistantship, sponsored projects, discretionary, restricted, and faculty research budgets).
Verify and process 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 the office, classroom, events, and faculty research.
Assist with graduate student admissions, including processing applications, notifying students of admission status, submitting applications to the Admissions Office, and communicating with incoming students regarding requirements.
Oversee graduate student paperwork for degree conferral, non-resident status, or leave of absence.
Process teaching assistantships and applications for Dean's Teaching Fellowships.
Manage student applications to the MSH Research Fellowship.
Manage course planning, course scheduling, course changes, and cross-listing requests.
Coordinate academic events, including communicating with guests, arranging accommodations, and working with caterers.
Communicate with OIS regarding 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, such as fulfilling school-wide requirements.
Process new hires, bonus supplements, position changes, and terminations for faculty and graduate students.
Assign students to appropriate tax-related stipend positions.
Assist with the development of pre-doctoral and doctoral training grant requests.
Oversee all aspects of day-to-day administration of the Department of Health, Behavior, and Society PhD program.
Attend JHU, BSPH, and HBS meetings related to PhD students.
Monitor PhD student progress.
Serve as a liaison with the Department Student Organization and update department and JHU handbooks about the PhD program.