Academic Program Administrator

2 weeks ago

Baltimore MD United States Johns Hopkins University Full time
We are seeking an Academic Program Administrator to carry out administrative and financial tasks for the History of Science Department and the Medicine, Science, and Humanities Program in the Krieger School of Arts and Science.

History of Science Department (HOST) is an internationally recognized center for research and graduate training in the History of Science and Technology, whose graduates have gone on to top positions in universities and government offices throughout the world. The Program in Medicine, Science, and the Humanities (MSH) is the largest undergraduate humanities major at JHU. MSH hosts faculty from the School of Medicine and regularly collaborates with the Center for Medical Humanities and Social Medicine on the East Baltimore campus.

Together with the History of Medicine department, HOST and MSH comprise a Consortium for Science Studies, an umbrella unit for STEM-adjacent humanistic research into the dynamics guiding the development and use of sciences, medicine, and technologies.

Specific Duties & Responsibilities

Fiscal Administration (40%)
  • 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.
  • Process student payroll.
  • Onboard School of Medicine faculty and coordinate payment through their home department.
  • Process fellowship fund dispersal for undergraduates and graduate students.
  • Procure computers, equipment, and supplies for office, classroom, events, and faculty research.


Academic Support (35%)
  • 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 Deans Teaching Fellowships for graduate students from other departments working for MSH.
  • Manage student applications to the MSH Research Fellowship.
  • Manage course planning (input data into SIS for departmental graduate aid and CLSS for course scheduling, submit schedule change and new course forms), 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.
  • Process faculty appointments (complete required forms for faculty, visiting scholars, post-doctoral fellows, and visiting students to receive appointment letters).
  • Facilitate faculty searches (oversee hiring procedures, publicize the ad, create interfolio, manage campus visits, process reimbursements).
  • Communicate with OIS on visa issues for faculty, visitors, and students.
  • Manage listservs and circulate relevant information.


Human Resources Support (20%)
  • Process is SAP via ISR, EA, and OMT for all new hires, bonus supplements, position creation, position maintains, and termination for all faculty and graduate students.
  • Assign students to appropriate tax-related stipend positions.


Other Duties as Required (5%)

Special Knowledge, Skills, & Abilities
  • Knowledge of SAP (ECC, Analysis, and Shopping Cart)
  • Experience with SIS (DGA, Advisor Dashboard, Administrator Dashboard, and CLSS)
  • Knowledge of Concur, JHED, Slate, Microsoft 365 (word, excel)

Minimum Qualifications
  • 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 experience may substitute for required education to the extent permitted by the JHU equivalency formula.

Preferred Qualifications
  • Demonstrated experience with financial analysis, financial reporting, budget development, and forecasting required.
  • Demonstrated experience in administrative management.

Classified Title: Academic Program Administrator
Job Posting Title (Working Title): Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: Min $47,500 - Mid $65,400 - Max $83,300 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday / 37.5 hours
Exempt Status: Exempt
Location: Homewood Campus
Department name: History of Science
Personnel area: School of Arts & Sciences

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:

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 .

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 . 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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 and all other JHU applicants should visit .

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.

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