Academic Program Administrator; Lifelong Learning

Academic Program Administrator (Lifelong Learning)

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The Whiting School of Engineering is seeking an Academic Program Administrator who will be responsible for planning, coordinating, and overseeing all logistical aspects of course deliveries, including scheduling, instructor coordination, budgeting, and learner communications for Executive and Professional Education programs within the Whiting School of Engineering. The role supports seamless program deliveries and high-quality experiences for participants, instructors, and stakeholders across in‑person and virtual formats.

This position is also responsible for day‑to‑day administration of the program, including student admission, registration, training, and grant administration.

• Develop and implement processes, procedures, and systems, including course scheduling, student and faculty databases, faculty contracts, and payroll processing.
• Work closely with the program director or department chair to establish program course schedules.
• Participate in developing marketing materials, brochures, and catalogs that require planning, coordination, and knowledge of the academic program.
• Represent the program in administrative matters, including issues related to space, facilities, technology, student information systems, and classroom support.
• Develop program reports (budget and non‑budget).
• Oversee and monitor program expenditures; contribute to program budget development and projections.
• Manage accreditation matters for undergraduate and graduate programs.
• Ensure regulatory compliance with state board and other related agency requirements.

• Reconcile, maintain, and project departmental budgets across multiple funding categories.
• Verify and process departmental check requests, travel reimbursements, invoices, and fund transfers.
• Onboard faculty and coordinate payment through their home department.
• Process fellowship fund dispersal for undergraduate and graduate students.
• Procure computers, equipment, and supplies for office, classroom, events, and faculty research.

• Assist with undergraduate and graduate student admissions, including application processing and communication regarding JHU requirements.
• Oversee student paperwork for the Graduate Board and manage teaching assistantship and research fellowship applications.
• Manage course planning, scheduling, changes, and cross‑listing requests.
• Coordinate academic events, including accommodations, meals, and catering.
• Communicate visa issues for faculty, visitors, and students with OIS.
• Manage listservs and circulate relevant information.
• Apply knowledge of administrative and academic operating policies to support student success.
• Provide excellent customer service to students and assist with administrative tasks and school‑wide requirements.
• Perform other duties as assigned.

• Process new hires, bonuses, position changes, and terminations for all faculty, undergraduate, and graduate students.
• Assign students to appropriate tax‑related stipend positions.

• Develop and manage program budgets, ensuring targeted profit margins by tracking expenses and instructor compensation.
• Oversee enrollments from registration to completion to ensure learner payments are collected, course access granted, and certificates awarded.
• Coordinate logistics for courses and programs, including venue setup, catering, technology readiness, and material distribution.

• 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 beyond a high school diploma, as permitted by the JHU equivalency formula.

• Self‑starter with a high degree of accountability and ownership for outcomes.
• Experience with Asana or other project management tools.

• 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).

• Occasional early morning or evening hours required during program delivery weeks and special events.

Classified

Title:

Academic Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $48,000 - $84,100 Annually (Commensurate with experience)
Employee Group:
Full Time

Schedule:

M-F, 37.5 hrs weekly
FLSA Status:
Exempt

Location:

Hybrid/Homewood Campus
Department Name: EP Personnel
Personnel Area:
Whiting School of Engineering