The Institute for Nanobiotechnology (INBT) is seeking an Academic Program Administrator to provide leadership in the design and implementation of multiple education, training, and outreach programs. This will be a fast-paced, multi-tasking and visible position that is part of a dynamic team of administrative, financial, academic, communications, and programmatic staff that work together in teams and working groups to provide support to the faculty, students, academic participants, and programs of the institute.
This position will include extensive internal and external interaction with faculty, staff, students, participants, and other collaborators of INBT through phone, e-mail, other written correspondence and face-to-face interaction. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on zoom, and via electronic communication, and must be able to prioritize and multitask based on changing needs and deadlines. Inter- and intra-office communication and teamwork skills are critical. This position will perform duties of a sensitive and highly detailed, technical nature, exercising administrative judgment and maintaining responsibility for quality of service and discretion.
Specific Duties & Responsibilities:
Solely responsible for all programmatic and administrative management of all undergraduate, graduate, post-baccalaureate and postdoctoral education, training, and outreach programs.
Programs include the NSF Research Experience for Undergraduates (REU) program
NIH T-32 training program, a privately-funded post-baccalaureate program
Master's Industry Co-Op program
Other multi-university education/outreach programs.
Create policies and procedures to administer program (admissions, marketing, acceptance matrix, student policies, and surveys)
Represent JHU at professional conferences
Evaluation and assessment of education, training, and outreach programs; create or implement assessment and evaluation tools; identify and respond to specific program needs; recommend and implement policies, activities and action plans
Create program recruitment and management calendars and timelines
Build relationships with education and training program officers from funding agencies
Educational Program Marketing and Recruitment:
Develop recruitment strategies to recruit underrepresented minorities, women, and students with disabilities
Manage INBT educational webpages
Develop strategies to recruit JHU students to internal programs
Develop a pipeline to increase the diversity of the Ph.D. student population at JHU, via REU programs
Collaborate with internal and external peers and faculty regarding programming, funding, and recruitment
Create and order print and give-away marketing material
Represent JHU at diversity engineering conferences
Hold information sessions for internal JHU program recruitment
Use online job boards and career software to recruit students
Responsible for all Training Grant and Educational Program Admissions:
Collect, organize, and sort applications
Create and execute admissions matrix
Review application for completeness, consistency, and accuracy
Ensure appropriate faculty candidate review
Send and accept offers
Place students into lab assignments based on student interest and lab research specialization
Responsible for all Students, Postdoctoral Fellows, and non-tenure faculty onboarding:
Obtain functional student housing for interns in Baltimore, nationally, and internationally
Hire students in order to ensure timely payment of stipends
Create and disseminate intern orientation material and calendars
Greet and onboard post-doctoral fellows, visiting students, and non-tenure faculty hires:
Initial appointment and renewals
Hire ISR forms
J-1 and H1B visa applications and renewals
Advise on I-9 verifications
Responsible for Management of Certificate Program:
Grade certificates courses
Organize journal clubs
Act as Staff Advisor for the INBT Undergraduate Research Leaders:
Collaborate with the INBT Undergraduate Research Leaders to hold the annual INBT Undergraduate Research Symposium
Oversee student budget
Manage supplemental events to include recruitment, faculty-student interactions, and celebrations
Coordinate with PhD students to hold the annual INBT Summer Seminar Series that is a key component of all INBT training grants
Collaborate with Director of Corporate Partnerships to administer a master's level Industry CO-OP program:
Hold bi-annual information session
Collect and organize applications
Advise students on JHU policies and procedures
Manage participant progress and data
Attend initial and final student progress meetings
Work closely with INBT faculty and assist in writing training, outreach and diversity components for grant proposal submissions
Manage participant data and add to grant proposals as needed
Oversee the project management and writing of training grant proposal submissions
Compile documents for grant annual progress reports; prepare for site visits; review documents for external funding agencies (NIH, NSF)
Administration and payroll for students, fellows and non-tenured faculty. Communicate with departmental payroll coordinators, Student Employment Services, central payroll, and Human Resources
Manage and reconcile a purchasing card
Participate in developing annual budgets for training grant programs. Monitor program expenditures and report to Sr Administrative Manager and Grants and Contracts Manager (GCM). Review quarterly standard budget reports with faculty and financial staff
Manage T32 student and post doc appointments in ERA Commons xTrain database
Administrative oversight of all T32 courses and collaborate with student home departments
Serve on education, training, and outreach committees and boards, both internal and external
Collaborate with INBT financial team regarding training grant budget and expenditures
Collaborate with INBT marketing team on recruitment of students, event marketing, and social media
Minimum Qualifications (Mandatory):
Bachelor's Degree required; in Education, Project Management, Human Resources, or related subject preferred.
Three (3) years of progressively responsible administrative experience in an academic setting.
Master's Degree in Education, Project Management, or related subject preferred.
Preference will be given to candidates with experience in administration, management, project management, and assessment of education and training programs.
Experience working with and advising undergraduate and graduate students.
Experience with payroll is a plus.
Special Knowledge, Skills, and Abilities:
Excellent interpersonal, oral, and written communication skills.
Must take the initiative to build professional relationships with faculty, students, and staff within the institute, division, university as well as federal funding agencies and partner institutions.
Ability to represent the program effectively and professionally as a representative for all INBT education, training, and outreach programs.
Strong organizational skills and demonstrated ability to work with flexibility on several tasks simultaneously to meet concurrent deadlines.
Capacity to work independently and assume responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service.
Demonstrated experience with database creation, management, and reporting.
Must be able to maintain confidential information.
Ability to pivot when changes in organizational requirements arise.
Ability to work independently with minimal oversight.
Classified Title: Academic Program Administrator Working Title: Director of Academic Programs Role/Level/Range: ACRP/03/MC Starting Salary Range: $45,195 - $62,225 annually (commensurate with experience) Employee group: Full Time Schedule: M-F 8.30-5.00 Exempt Status: Exempt Location: Homewood Campus Department name: Institute for NanoBioTechnology Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. 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.
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