The Health Behavior and Society Department is seeking an Academic Program Administrator. The Academic Program Administrator is responsible for carrying out administrative and financial tasks for the assigned academic program. This position is responsible for overseeing all aspects of the day-to-day administration of an academic program; this includes student admission, registration, training, and grant administration.
The Academic Program Administrator oversees all aspects of the daily administration of the Department of Health, Behavior, and Society PhD program, ensuring smooth operation from admissions through graduation. This includes comprehensive academic and student support, such as processing student paperwork, monitoring progress, managing SIS interfaces, and coordinating departmental events. Additionally, the role involves fiscal and HR management, including budget reconciliation, processing graduate student hires, and assisting with grant preparation for the PhD program.
Specific Duties & Responsibilities
General Program Administration
Develop and implement processes, procedures, and systems. May include a course scheduling system, student and faculty database, faculty contracts, and payroll processing.
Work closely with the program director or department chair in establishing program course schedules
May participate in developing marketing materials, brochures, and catalogs, requiring planning, coordination, knowledge, and understanding of the academic program.
Represent the program in administrative matters. May include issues about space, facilities, technology, student information systems, and 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 the 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 Dean's 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 terminations for all faculty and graduate students.
Assign students to appropriate tax-related stipend positions.
In Addition to the Duties Listed Above
Grant Request Assistance (Pre- and Doctoral): Assisting with the development of pre-doctoral and doctoral training grant requests.
Specific PhD Program Oversight: Overseeing all aspects of day-to-day administration of the Department of Health, Behavior, and Society PhD program.
Department-Specific Meeting Attendance: Attending all JHU, BSPH, and HBS meetings related to PhD students (recruitment, CBA, etc.).
PhD Student Progress Monitoring: Explicitly monitoring student progress.
Department Liaison and Handbook Updates: Serving as a liaison with the Department Student Organization and updating the department and JHU handbook about the PhD program.
Minimum Qualifications
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.
Technical qualifications or specialized certifications
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 and 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.
Classified Title: Academic Program Administrator
Job Posting Title (Working Title): Academic Program Administrator (Health Behavior and Society)
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $48,000 - $84,100 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday to Friday: 9:00am - 5:00pm
FLSA Status: Exempt
Location: Hybrid/School of Public Health
Department name: HBS Academics
Personnel area: School of Public Health
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.
