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Assistant Director of Graduate Affairs and Operations

Job Description

The Office of Graduate Affairs and Admissions is seeking an Assistant Director of Graduate Affairs and Operations who will report to the Assistant Dean for Graduate and Postdoctoral Academic and Student Affairs. This role is responsible for supporting the ongoing development and improvement of a range of operational, academic, student affairs and admissions services across 26 academic departments in the Krieger School of Arts & Sciences.

This is a hybrid position.

Specific Duties & Responsibilities

Academic Affairs

  • Maintain strong knowledge and understanding of all university and divisional policies and procedures related to graduate students and postdoctoral fellows.
  • Monitor and report on graduate student and postdoc annual review process.
  • Provide day to day support and advisement to students, department staff and faculty on matters related to graduate policy and procedures.
  • Responsible for new staff onboarding, systems access, and routine training.
  • Processes student status changes, graduate board oral exams, course add/drops, withdraws and terminations, degree clearance and reporting, fellowship applications; maintain approved external examiners database.
  • Attends regularly scheduled meetings with academic program staff and administrators to enhance communication and collaboration; provides summary of meetings and any needed follow-up.
  • Collaborates with campus partners to resolve student enrollment, health insurance and billing issues.
  • Alongside Assistant Dean, develops and implements administrative processes, procedures, and systems to enhance greater efficiency and accuracy.
  • Alongside Assistant Dean, partners with SEAM (University-wide Office of Student Enrollment and Account Management), SSEI (Student Services Excellence Initiative), the Homewood Office of the Registrar and other university partners to maximize available technologies and platforms to provide the best student user experience in terms of registration, billing, financial aid, fellowship funding, conferral processing, and degree audit and performance tracking/flagging systems.
  • In partnership with Assistant Dean, annually reviews and assists with updates to program websites, handbooks and the Academic Catalog
  • Supports the Assistant Dean with special and/or ad hoc projects and data requests.
  • Supports the Assistant Dean as a thought partner with respect to procedures, strategic visioning, and operational decision-making.

Student Affairs/Case Management

  • Consults with faculty, staff, students, and/or other university officials regarding concerns for a students wellbeing.
  • Elevates students of concern to Assistant Dean for possible wellness checks.
  • In collaboration with Assistant Dean, provides outreach to students to follow up on reports of concern, illness or injury.
  • Documents all case management information and communication in appropriate university systems.
  • Along with Assistant Dean, serves as a member of the on-call leadership team in the dean-on-call capacity, managing appropriate institutional response to campus emergencies.
  • Coordinates training for divisional academic staff and faculty around issues related to student affairs (QPR-preventative suicide awareness training, campus safety authority, etc.)
  • Assists with activities of graduate/postdoctoral student organizations including the Black Graduate Student Association, the Homewood Postdoctoral Association, Parental Concerns Working Group, Graduate Representative Organization), including providing administrative support, scheduling activities, planning for special programs.
  • Attends national and local student affairs and other professional conferences to advance professional skills and services.

Admissions & Operational Support

  • Serves as a member of the New Graduate Student Welcome and Orientation Planning committee to plan, organize, and execute new student orientation sessions.
  • Assists with special event planning for the office.
  • Assists with Graduate Affairs Budget and reconciles Emergency Funds expenditures.
  • In collaboration with WSE partners, maintains web page content and creates monthly newsletters for Homewood graduate students and postdoctoral fellows.
  • Updates Graduate student and postdoctoral fellow listserv(s) as needed.

Other Duties as Assigned

  • Occasional evening and weekend work required for special events and when on call.

Special Knowledge, Skills & Abilities

  • Knowledge of higher education laws and regulations impacting student admissions and financial aid.
  • Understanding of the national trends and issues related to graduate student recruitment in higher education.
  • Knowledge of and experience with working with students with a multitude of intersectional identities, comprehensive knowledge of opportunities and challenges impacting international students.
  • Demonstrated ability to set priorities.
  • Strong verbal and written communication skills, including ability to present to audiences.
  • Strong MS Office Suite skills and high degree of comfort working with large databases and spreadsheets.
  • Ability to maintain sensitive and confidential records and information.
  • Skilled in building and leading diverse teams.
  • Knowledge of budget development and administration.
  • Excellent interpersonal skills, and organizational and problem-solving skills.

Minimum Qualifications

  • Bachelor's Degree.
  • Three years related experience.

Preferred Qualifications

  • Five years of responsible experience in program administration in an academic environment, including progressively responsible experience in in student affairs/ case management.

Classified Title: Student Life Administrator
Working Title: ???????Assistant Director of Graduate Affairs and Operations
Role/Level/Range: ACRP/04/MC
Starting Salary Range: $46,560-$64,100-$81,650 Annually (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: ???????Dean Office of
Personnel area: School of Arts & Sciences 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/

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 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.

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.

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:

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.

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