Academic Program Administrator - Executive MBA Program (Academic Programs)

Johns Hopkins University•Washington, DC

5d•$25 - $44•Hybrid

About The Position

JHU Carey Business School is seeking an Academic Program Administrator for its Executive MBA Program. As a key member of the MBA Programs team, this position shapes and executes a comprehensive student experience strategy supporting Executive MBA students’ academic, professional, and personal growth. The role combines strategic planning, detailed coordination, and collaboration to deliver a positive student journey from admission through graduation, while accommodating multiple student populations. The administrator manages day-to-day academic program operations, including student admission, registration, training, grant administration, course planning, scheduling, and student support. The role also oversees program finances, reporting, accreditation and regulatory compliance, human resources processes, and program logistics. In partnership with the Program Director, the administrator plans and delivers MBA residencies, orientations, onboarding, graduation events, and other signature student experiences, and evaluates program effectiveness to support continuous improvement. The position is based at the Washington, DC location, with occasional travel to the Harbor East location. Evening and weekend work is required to accommodate program needs. The position is listed as casual/on-call with a variable schedule and hybrid workplace designation.

Requirements

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 or equivalent, subject to the JHU equivalency formula.

Nice To Haves

General knowledge of SAP (ECC, Analysis, and Shopping Cart), Concur, JHED, Slate, Canvas, and Microsoft 365 (Word and Excel).
Experience with SIS tools, including DGA, Advisor Dashboard, Administrator Dashboard, and CLSS.
Developing proficiency in administrative skills, compliance and accreditation, database management and analysis, data query and reporting, event coordination, financial administration, HRIS, oral and written communication, program management, and record keeping.

Responsibilities

Develop and implement administrative processes, procedures, and systems, potentially including course scheduling, student and faculty databases, faculty contracts, and payroll processing.
Work with the program director or department chair to establish program course schedules.
Participate in developing marketing materials, brochures, and catalogs for the academic program.
Represent the program in administrative matters involving space, facilities, technology, student information systems, and classroom support.
Develop program reports, including budget and non-budget reports.
Oversee and monitor program expenditures and contribute to budget development and projections.
Manage applicable accreditation activities for graduate programs and ensure regulatory compliance with state boards and related agencies.
Reconcile, maintain, and project departmental budgets, including operating, carry-forward, fellowship, teaching assistantship, sponsored project, 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 departments.
Process fellowship fund dispersals for undergraduate and graduate students.
Procure computers, equipment, and supplies for offices, classrooms, events, and faculty research.
Assist with graduate admissions, including processing applications, notifying applicants of decisions, submitting accepted applications to the Admissions Office, and communicating pre-registration requirements to incoming students.
Oversee graduate student paperwork, including forms related to advanced degrees, non-resident status, and leaves of absence.
Process graduate student teaching assistantships and fellowship applications, and potentially manage research fellowship applications.
Manage course planning, scheduling, course changes, and cross-listing requests.
Coordinate academic events, including guest arrangements, accommodations, meals, and catering.
Communicate with OIS regarding visa issues for faculty, visitors, and students.
Manage listservs and circulate relevant information.
Apply independent judgment and knowledge of administrative and academic policies to support student success.
Provide customer service to students by explaining program information and resources and helping with administrative tasks and school-wide requirements.
Process faculty and graduate student hiring, bonus supplements, position creation and changes, and terminations.
Assign students to appropriate tax-related stipend positions.
Partner with the Program Director to plan and execute MBA residencies, orientations, onboarding programs, graduation events, and other signature student experiences.
Design and enhance student engagement initiatives that foster community, professional development, and a high-quality student experience from admission through graduation.
Manage event and course logistics, including budgets, procurement of course materials, venues, catering, marketing, technology, and stakeholder coordination.
Build partnerships with faculty, staff, alumni, executive coaches, and campus stakeholders, and serve as a key communication and support contact for students.
Assess program effectiveness using data, feedback, and metrics, and drive continuous improvement and innovation across MBA and undergraduate business programming.
Perform other related duties as requested.