Led by the Associate Dean for Graduate Biomedical Education, the Office of Graduate Biomedical Education (OGBE) promotes innovation in graduate biomedical education and supports graduate biomedical education by managing key central functions, developing and implementing initiatives to promote diversity in graduate biomedical education, and ensuring a positive learning environment. OGBE is located within the Office of the Vice Dean for Education, which is part of the Johns Hopkins University School of Medicine (JHUSOM).
The Sr. Administrative Coordinator provides complex administrative support to the OGBE, including the Associate Dean for Graduate Biomedical Education and the Assistant Dean for Graduate Biomedical Education and Graduate Student Diversity. Administrative support includes office operations as well as graduate biomedical education (GBE) program-related projects and processes. The position will interact with a variety of Johns Hopkins University School of Medicine (JHUSOM) faculty, staff, and students, as well as external stakeholders. The environment is fast-paced and collaborative and requires the ability to manage competing priorities.
The position supports the admissions process for graduate biomedical education and has responsibility for discrete tasks within the admission process. The position reports to the Admissions and Academic Affairs Officer with dotted line accountability to the Financial Project Manager. OGBE deans and other staff may assign work and oversee specific tasks, as necessary.
Work The Sr. Administrative Coordinator responsibilities include, but are not limited to, the following,
Support the Assistant Dean and the Assistant Director, Student Experience and Diversity, in the planning and coordination of diversity and inclusion initiatives (e.g. Second Look Weekend).
Provide support for the Summer Internship Program (SIP) admissions process including planning and coordinating SIP admissions meetings.
Organize and assist with the planning, coordination, and support for SIP program activities and events.
Orient new SIP scholars.
Maintain the SIP website and respond to inquiries.
Assist with overall budget planning and management.
Gather and organize updates about former SIP scholars for tracking purposes.
Organize information from the SIP database to recruit applicants.
Assist with CARES Symposium, particularly as it relates to SIP or other OGBE-managed pipeline program participation, as needed.
Support the central JHUSOM admissions function for graduate biomedical education.
This includes supporting program-based student selection processes, communicating with applicants, transferring information into the student record to support accepted student matriculation, and promoting a positive applicant experience.
Serve as JHUSOM expert on Slate or other admissions software; train program coordinators on software as needed; trouble-shoot challenges experienced by OGBE or program coordinators; and support reporting functions during all phases of the admissions process.
Compile reports on admissions and academic metrics as directed, including but not limited to student demographics and the overall success of JHUSOM recruitment efforts.
Assist with maintaining the admissions portion of OGBE websites.
Administrative Support for OGBE Operations:
Provide administrative support to OGBE deans and staff, including the Associate and Assistant deans for Graduate Biomedical Education; the Director for Academic Affairs & the Innovation; and central staff supporting graduate biomedical education.
Administrative support includes but is not limited to managing calendars (manage requests, resolve scheduling conflicts, etc.); scheduling regular and ad hoc meetings; organizing and maintaining paper and electronic filing; preparing materials for meetings; arranging travel; making conference registrations; etc.
Support events, including but not limited to GBE retreats, program administrator meetings, staff meetings, and student events.
Support includes but is not limited to locating and arranging space; arranging for A/V support; ordering food and refreshments; preparing, formatting, and/or distributing agendas and other materials; and sending invitations and managing RSVPs.
Issue A/R invoices, process payment of A/P invoices, submit expense reimbursements, and perform other accounting tasks using SAP.
Manage regular and special office supplies including inventory and ordering through Shopping Cart.
Use Procurement Card for purchasing in accordance with university policies.
Maintain accurate graduate program email groups and contact lists.
Assist with maintaining OGBE website.
Monitor OGBE web content and links for accuracy.
Provide assistance with other GBE event planning and strategic communications.
Maintain files on office equipment and manage service calls as needed.
Serve as receptionist and public face of the OGBE for phone calls and visitors.
Other duties as assigned.
High School Diploma or GED required.
Five (5) years progressively responsible administrative experience required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) may substitute for required experience. 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.
Experience with SAP preferred.
Experience working in an environment that supports graduate biomedical programs and/or graduate biomedical students preferred.
Special Knowledge, Skills, and Abilities:
Professional appearance and demeanor required to serve as public face of OGBE.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent written and oral communication skills.
Strong attention to details and superior organizational skills.
Excellent interpersonal skills and ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, IT staff, etc.
Classified title: Sr. Administrative Coordinator
Working title: Sr. Administrative Coordinator
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: $19.82 - $27.27 (commensurate with experience)
Employee group: Full time
Employee Status: Non-Exempt
Schedule: Monday-Friday - 8:30am-5:00pm 40hrs/Wk
Location: Ste 620 – 1830 E Monument St, Baltimore, MD – East Baltimore
Department name: 10003329-SOM Admin Grad Aff General Admin - Office of Graduate Biomedical Education
Personnel area (School): SOM – School of Medicine
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.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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