Academic Program Manager

Job Summary

We are seeking an experienced Academic Program Manager to join our team at Johns Hopkins University. The successful candidate will be responsible for managing and overseeing faculty, staff, and students to achieve success for the department. This includes fulfilling duties within the job description and going above and beyond to ensure the department runs smoothly.

Key Responsibilities

• Assist students and faculty with academic concerns throughout the university calendar, from onboarding and acceptances to retirements and graduations.
• Guide students & faculty through the many departments of Johns Hopkins, to find the right solution to their specific problem.
• Process all departmental graduate awards (DGA) to ensure student financial records are accurate & timely.
• Maintain all student records, including evaluations, ETGL, SIS Graduate Module, and graduation documents.
• Assist new graduate students and postdocs with academic and financial issues.
• Assists the department chair & search committee with new faculty searches.
• Work with OIS to verify and maintain visas for students.
• Degree Audit, submit grade changes, and add/drop forms for graduate and undergraduate students.
• Manage Slate and data for all Graduate Admission matters.
• Schedule student dissertations and ensure their committee meets Graduate Board guidelines.
• Write employment verification letters for students regarding visas, rentals, mortgages, etc.

Financial Management

• Administer the department's general fund, yearly budget, and endowments.
• Oversee annual budget planning and preparation, in consultation with the departmental chair and program directors.
• Prepare yearly budget documents for review by the Dean's Office.
• Review monthly statements of account activity, verify expense allocation, identify and process payroll and non-payroll transactions to correct or resolve discrepancies, and project expenses.
• Facilitate account corrections/adjustments via payroll and/or non-payroll cost transfer.
• Prepare or oversee the preparation of various forms, journal entries, vouchers, SAP transactions, electronic budgets, and expenditure transactions.
• Assist the Budget Specialist in the preparation of budgets for sponsored projects.
• Oversee the procurement process for all assigned accounts, including approving procurement & travel card transactions and SAP Concur reimbursements, as prepared by the Budget Specialist or Administrative Coordinator.
• Provide backup documentation and explanation in response to ongoing audit requests.
• Ensure all financial transactions adhere to GAAP, sponsored agencies, and University policies.
• Advise the Chair on resource needs and financial risks facing the department.
• Review and approve E-form requests initiated by the Grants and Contracts Coordinator for all personnel.
• Remain up to date on changes in university and KSAS financial policies & technologies.
• Develop, update, and amend departmental financial policies.
• Help solve financial problems, so our scholars can focus on their anthropological work.

Human Resources

• Directly supervise the Budget Specialist and Administrative Coordinator.
• Process payroll action requests for faculty, staff, and students.
• Compose annual appointment letters for postdocs and other appointed positions.
• Process all onboarding activities for new faculty, staff, and students in the department.
• Work with HR to coordinate all necessary visa application materials for international hires.
• Monitor employee goals and objectives, while identifying training and development opportunities to improve performance.
• Process annual performance appraisals for departmental staff and advise on salary adjustments.
• Review and approve staff E210 records for leave accruals and balances.
• Ensure that all human resources activities are carried out consistent with University personnel policies.
• Work with KSAS Human Resources support to establish and promote growth opportunities within the department, maintain equity, and consistently apply policies and procedures, all to maintain a positive working environment.
• Work with appropriate HR resources to determine and implement solutions that address non-routine HR problems promptly.

Payroll

• Coordinate, initiate, and monitor payroll for the Anthropology Department (faculty, staff, and students).
• Oversee the determination of tuition sources and stipend support for grad students and oversee the processing of all electronic forms/DGA.
• Prepare forms for faculty appointments and reappointments.
• Work with OIS to provide information to international faculty, grad students, visiting post-docs, etc.
• Review & approve payroll forms/documents from the Budget Specialist and Administrative Coordinator.
• Facilities
• Oversee space and facility issues for the Department, and coordinate maintenance with Plant Operations and Telecommunications.
• Prepare offices for visiting and new faculty.
• Work with the IT manager to resolve faculty computer issues and make appropriate purchases.
• Coordinate with the KSAS Renovation office for installation/movement/elimination of phones, proper signage, and room numbering.
• Prepare and update phone lists and the building directory.
• Work with the Chair and faculty to plan and manage the physical space allocated to the department, to ensure optimum utilization while always adhering to policies.
• Complete space survey audit for F&A rate calculation.
• Approve non-departmental use of department-controlled space.

Performance Management

• Conduct annual reviews of staff.
• Provide ongoing feedback and constructive criticism, to help staff work towards both the department's goals and their own.
• Prioritize and direct work efforts, providing direct support and tutorials.
• Encourage a team environment, in which staff can rely on each other to accomplish the given goal.
• Hire and develop staff in assigned areas, including conducting interviews and making recommendations for hire, for the Budget Specialist, Administrative Coordinator, and student employees.
• Monitor staff workloads, prioritize work efforts, and advocate for staff.

Special Knowledge, Skills, & Abilities

• Strong oral & written communication skills.
• High organizational ability, in physical and digital space.
• Ability to provide exceptional service & kindness to anyone interacting with the university – from internationally esteemed scholars to prospective high school seniors.
• Knowledge of Johns Hopkins internal policies & procedures, as well as its departments and organization.
• Ability to work independently and make key decisions for the benefit of the department, both in the present and the future.
• Knowledge of federal guidelines under the OMB.
• Technology proficiency with,

Windows 10 & 11.

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint)

Basic graphic design, for posters/flyers.

Zoom & MS Teams, for digital communication.

• Familiarity with Johns Hopkins tech systems – SAP, Concur, OPEN, Payment Works.
• Ability and willingness to learn.

Minimum Qualifications

• Master's or Ph.D. in education or specific field related to program.
• Five year's experience in all aspects of academic program administration. Supervisory experience preferred.
• Additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Prior supervisory experience is preferred.
• Prior experience with SAP is preferred.
• Knowledge of an outside funding process is helpful.

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