Academic Program Administrator - KSAS (Biophysics)

Affiliated Office Address

Baltimore, MD, United States

Requisition ID

122419

Date Created

September 03, 2026

Job Function

Academic

Exempt Status

Exempt

Shift Type

Full Time

Schedule

Monday - Friday. 8:30 am - 5:00 pm

Worksite

01-MD:Homewood Campus

Work Modality

Hybrid: On-site 60-89% of hours worked (Ex: 3-4 out of 5 days/week)

We are seeking an Academic Program Administrator who will carry out administrative and financial tasks for the assigned academic program. This position is responsible for overseeing all aspects of day-to-day administration of an academic program; this includes student admission, registration, training and grant administration.

The Academic Program Administrator provides comprehensive administrative leadership and coordination for the Department of Biophysics’ academic programs, supporting undergraduate, master’s, PhD, faculty, and research training activities across the Krieger School of Arts & Sciences and the Johns Hopkins School of Medicine Biophysics Programs. The position manages complex academic processes, maintains critical records and compliance requirements, and serves as a central operational partner to faculty program leadership, students, and university offices.

Specific Duties & Responsibilities

General Program Administration

• Develop and implement processes, procedures, and systems. May include course scheduling system, student and faculty database, faculty contracts, payroll processing.
• Work closely with program director or department chair in establishing program course schedules
• May participate in developing marketing materials, brochures, catalogs, requiring planning, coordination, knowledge and understanding of the academic program.
• Represent the program in administrative matters. May include issues pertaining to space, facilities, technology, student information system, classroom support.
• Develops various program reports (budget and non-budget).
• Oversee and monitor program expenditures. Contributes to program budget development and projections.
• Manage applicable aspects of accreditation for the graduate programs.
• Responsible for regulatory compliance with state board and other related agencies’ requirements.

Fiscal Administration

• 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.
• Onboard 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

• May 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, course scheduling, course changes 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.
• Communicate with OIS on visa issues for faculty, visitors, and students.
• Manage listservs and circulate relevant information.
• Exercise independent judgment and apply knowledge of administrative and academic operating policies to support student success.
• Provide excellent customer service to students by relating program information and resources.
• Assist students with administrative tasks and issues, like fulfilling school-wide requirements.
• Perform other related duties as requested.

Human Resources Support

• Process all new hires, bonus supplements, position creation, position changes and termination for all faculty and graduate students.
• Assign students to appropriate tax-related stipend positions.

In addition to the duties listed above

Interdivisional Academic Program Administration

• Serves as the primary administrative liaison supporting academic programs that span both the Krieger School of Arts & Sciences and the Johns Hopkins School of Medicine. Coordinates administrative processes and communication across faculty, staff, students, and central offices to ensure seamless academic operations.

NIH Training Grant Coordination

• Coordinates the department’s NIH-funded institutional training grant (T32), partnering with faculty program leadership and the Senior Grants & Contracts Analyst to maintain trainee records, required training and responsible conduct of research documentation, academic milestones, appointments, annual progress reporting, RPPR and renewal materials, and sponsor and institutional compliance.

Graduate Student Academic Case Management

• Coordinates the graduate student lifecycle from recruitment and admissions through orientation, enrollment, annual progress reviews, Graduate Board Oral examinations, dissertation defenses, degree completion, and graduation. Proactively monitors deadlines, academic standing, required documentation, grade processing, and requirements under the PhD student Collective Bargaining Agreement.
• Coordinates and tracks multiple concurrent academic and administrative processes, ensuring accuracy, compliance, timely completion of deadlines, and maintenance of required records and documentation

Master’s Program & Recruitment Administration

• Coordinates administrative support for the department’s growing master’s program and graduate recruitment activities, including applicant workflow, communications, events, onboarding, and coordination with Advanced Academic Programs and faculty leadership. Identifies service gaps and ensures responsibilities are completed by the appropriate departmental or divisional partner.
• Serves as a primary point of contact and administrative liaison among faculty, students, staff, and university offices to facilitate communication, resolve administrative issues, and support academic program operations.

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 related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience supporting graduate academic programs, student lifecycle administration, or research training programs within higher education.
• Experience working with student information systems and university administrative systems in a research-intensive academic environment.

Technical Qualifications & Specialized Certifications

• 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)

Technical Skills and Expected Level of Proficiency

• Administrative Skills - Developing
• Compliance and Accreditation - Developing
• Database Management and Analysis - Developing
• Data Query and Reporting - Developing
• Event Coordination - Developing
• Financial Administration - Developing
• Human Resources Information Systems (HRIS) - Developing
• Oral and Written Communication - Developing
• Program Management - Developing
• Record Keeping - Developing

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Academic Program Administrator

Job Posting Title (Working Title): Academic Program Administrator - KSAS (Biophysics)

Role/Level/Range: ACRP/03/MC

Starting Salary Range: $49,200 - $67,650 - $86,200 Annually (Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday - Friday. 8:30 am - 5:00 pm

FLSA Status: Exempt

Location: Hybrid/Homewood Campus

Department name: Biophysics

Personnel area: School of Arts & Sciences

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency

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 Completing Studies

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.

Background Checks

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.

Diversity and Inclusion

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

https://www.eeoc.gov/sites/default/files/2023-06/22-088\_EEOC\_KnowYourRights6.12ScreenRdr.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 [email protected]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit: https://accessibility.jhu.edu/.

Vaccine Requirements

Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the 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.

The following additional provisions may apply, depending upon 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.