Academic Program Administrator
We are seeking an Academic Program Administrator. This position is responsible for financial, academic and administrative coordination and management of the Department of the History of Art. This includes providing assistance to the Chair of the Department, Director of Graduate Studies and, as needed, the Director of Undergraduate Studies, History of Art faculty, postdoctoral fellows, visiting faculty, graduate and undergraduate students, invited speakers, and other department visitors. Also responsible for the supervision of and collaboration with the Academic Program Coordinator in many aspects of departmental duties.

Specific Duties & Responsibilities



Supervision

• Conduct midyear and annual performance reviews and provide staff development.

• Prioritize and direct work efforts, providing guidance and direction.

• Promote and model a culture of exceptional customer service.

Human Resources

• Prepares documentation and support for faculty appointments, reappointments, promotion and tenure reviews.

• Handles all administrative aspects of faculty searches, including but not limited to: Creates searches in Interfolio and places ads in appropriate mediums, handling communication with applications, scheduling visits (along with Chair), prepares for Academic Council review, works with OIS on visa issues (as applicable), new faculty onboarding (office assignments, computer/IT purchases).

• Facilitates the visa process and changes of visa status for faculty, graduate students and post-docs.

• Coordinates with the Baltimore Museum of Art and Walters Art Museum on courtesy appointments and fellowship hires.

Financial Administration

• Manages, initiates, and monitors payroll within SAP for all faculty, fellows, staff, and students within the Department of the History of Art (hires, terminations, bonus supplements).

• Oversees budget for general funds, faculty salaries, faculty research accounts, fellowships, gifts and endowment accounts.

• Pays bills promptly to keep accounts current and prepare and coordinate financial, operations, and ad hoc reports.

• Assures that data collection, entry, analysis and report generation are accurate and completed within established deadlines.

• Prepares and coordinates financial, operational, and ad hoc reports.

• Analyzes and reconciles financial accounts; projects impact/trends and provides recommendations for appropriate actions, monitors and makes determinations regarding endowment and gift accounts, ensuring that the accounts are used properly in accordance with development guidelines and department mission.

• Prepares annual budgets and meets annually with deans, and the dean's financial staff regarding the upcoming fiscal year's budgets.

• Approves and/or processes various reimbursements for faculty, grad students, staff, visitors, and search candidates.

• Processes travel arrangements (including reimbursements as applicable), reconciliations and honoraria for speakers.

• Serves as cardholder for department Pcard transfers and approves procurement card expenses and allocates costs to the appropriate budgets and maintains documentation

• Manages Department-sponsored research funds in conjunction with the Office of Sponsored Projects (when applicable).

• Maintains professional, courteous communications with internal and external contacts.

Department And Office Administration

• Uses entrepreneurial and collegial communication style to promote the department across the university and to achieve effective problem resolution.

• Schedules and attends faculty meetings, takes minutes, advises, or consults as necessary.

• Develops, implements, and maintains administrative systems and procedures for effective functioning of History of Art, supporting the Chair and keeping the Chair abreast of issues that might impact the department.

• Answers questions about the department from students, faculty, other departments and external constituencies.

• Oversees space and facility issues for the department and coordinates maintenances with Plant Operations.

• Other office management tasks as needed, included but not limited to Assigns and prepares offices for visiting and new faculty. Works with IT staff to resolve faculty computer issues, purchases, and copier issues, arrange JHED access and key distribution. Assign graduate student MSEL carrels, order office supplies, maintains department directories, updates department website.

• Attends Administrative Meetings.

• Mentors new administrators on University systems.

• Serves as liaison to Registrar's Office, Graduate Admissions, Undergraduate Admissions, Graduate Board, Development, KSAS Dean's office, other academic departments, Advanced Academic Programs, Conference Services, Barnes & Noble Bookstore, Controller's Office, Student Employment, Security, Mail Services, Plant Operations.

Graduate Program Admissions & Support

• Oversees every aspect of the PhD admissions process, including working with prospective applicants on campus visits, including but not limited to meeting and liaising with Graduate Admissions. Managing available graduate lines and communicating with Chair, answering prospective student questions, managing application system (Slate). Consolidating and preparing materials for faculty admissions committee, coordinating Zoom interviews with short list. Organizing Admissions Visiting weekend for admitted students (symposium, lodging, travel, lunch reception), generates and sends admission and rejection letters, onboarding new students.

• Manages current graduate students' financial support, progress through the program, and communications, including but not limited to maintaining students' academic files and course/faculty evaluations including ongoing statistics for the department. Oversees internal and external fellowship and grant applications, handles reimbursements for annual internal research grants for all grads. Communicates with graduate students on upcoming opportunities, coordinates TA/RA assignments each semester, edits and updates grad handbook. Maintains and updates grad payments (DGA) in SIS, oversees annual evaluation process and contract renewals, serves as first line of communication for grad grievance and problem resolution. Manages semesterly language exams, oversees documentation, scheduling, and processes for completion of PhD and graduation (Qualifying Exams, GBO exams, GBO committees, reporting to Graduate Board).

Event Planning

• Designs and posts invitations, and advertising for events and circulates event announcements.

• Arranges reserves space, and coordinates AV support for speakers.

• Assists with planning and coordination of admissions open houses, Graduating Senior Reception and Gift, Fall Reception, and other department events.

• Coordinates and orders all catering, equipment rental, set-up and clean-up for department.

• Assists in planning special events, including conferences, field trips, symposia.
• Meetings and special events are organized in a timely fashion.

• Provides excellent customer service and performs duties in a timely and professional manner.

• Maintains accurate and organized records.

Special Knowledge, Skills & Abilities

• Excellent written and verbal communication skills, including the ability to interact with faculty, students and staff using tact, diplomacy, and appropriate judgment.

• Must be collaborative with excellent interpersonal and client services skills and the ability to build solid working relationships across the School and University.

• Advanced proficiency in Microsoft Office Suite applications (Word, Excel, Outlook, and PowerPoint).

• Intermediate skills in using web-editing software and willingness to learn new systems.

• Must be analytical with strong problem solving and critical thinking skills.

• Ability to manage budgetary matters at both high oversight and detailed analysis level.

• Experience working with multiple financial accounts and ability to reconcile, manage, and project budget expenditures.
• Knowledge of University policies and procedures regarding finance (including payroll), academics, endowments, administration, and HR.
• Comprehensive knowledge of SAP and all of its functions.
• Knowledge of office administration and support services, record keeping systems and effective scheduling.
• Must be detail-oriented and highly organized, able to multi-task and work independently.
• Requires a high degree of professionalism and a commitment to maintaining the confidentiality of sensitive information.
• Requires sitting, standing, and ability to lift packages as heavy as cartons of paper.

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

Preferred Qualifications

• Five years of progressively responsible administrative experience.
• Related experience in a KSAS academic department or elsewhere at JHU preferred.

Classified Title: Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: (Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 a.m. to 5 p.m.
Exempt Status: Exempt
Location: Hybrid/Homewood Campus
Department name: History of Art
Personnel area: School of Arts & Sciences

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:

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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

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.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

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 jhurecruitment@jhu.edu. 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. 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 https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

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.

To apply, visit https://jobs.jhu.edu/job/Baltimore-Academic-Program-Administrator-MD-21218/939795900/








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