St. John's established in 1870, has three New York City campuses; a graduate center in Hauppauge, NY; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.
Coordinator to Vice Provost
Reports to: Vice Provost, Graduate Education, Clinical Operations & Research - Pharmaceutical Sciences
The Coordinator position organizes clinical lab operations including but not limited to clinical lab staff scheduling and management, clinical sample collection and submission, collaboration with clinicians and data management in addition to providing clerical support and serving as the main point of contact for the Vice Provost in the Office of the Provost. The Coordinator will operate independently amongst members of University leadership, demonstrate supreme organization skills, be adept at coordinating schedules, managing correspondence, maintaining electronic documentation and performing data entry and management of assessment data sources (i.e. Microsoft Excel Spreadsheets, Banner, Google spreadsheets and forms) including data entry, sorting, culling data for reports, etc. The Coordinator reports to the Vice Provost and may periodically supervise a cohort of student workers, a graduate assistant and clinical lab staff comprised mainly of student workers.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Manage clinical lab staff (student workers) including their recruitment/selection, training and performance management.
Ensure effective customer service is provided while maintaining smooth operations, accurate collection and verification of patient information is performed consistently and that operations are conducted in accordance with standard operating procedures.
Maintain equipment records and daily work logs and records retention for specific types of samples.
Oversee the collection of lab fees, secure storage of funds and coordinate the secure and timely delivery of funds to Business Affairs.
Accountable for the data entry, data maintenance, and culling data from various sources and determining the most formidable manner to organize the data for presentation. The Coordinator must organize the data, tells the story of the data and couple the information with recommendations.
Arrange and coordinate meetings (in person and virtual) for the Vice Provost; managing remote meeting software (i.e. WebEx, Zoom, MS Teams, etc.), maintaining chat room oversight and documenting meeting notes as necessary.
Prepare schedules for University Assessment Committee, Graduate Council, and the Institutional Biosafety Committee;
Organize the logistics (i.e. registration, scheduling space, etc.) for large group events including graduate council event, research conference, university assessment committee meetings, biosafety committee meetings, etc.
Answer phones, respond to emails and resolve inquiries on a daily basis.
Oversee the maintenance of physical and electronic files, set up transitioning to electronic filing where possible, in accordance with Office of the Provost electronic filing and records retention.
Effective inventory maintenance and supply ordering.
Coordinate resources and communications across multiple offices.
Type and copyedit documents.
Enter data into spreadsheet and various databases.
Oversee the coordination and preparation of various materials for meetings and projects.
Provide support for budget maintenance by processing check requisitions, payments, purchase orders, and monitor budgets.
Collaborate with internal and external constituents to problem solve and address issues across disciplines, establishing a strong working relationship with the support team of each Dean.
Cull and organize assessment data on an ad hoc and routine basis; prepare information in an easy-to-read format as part of presentations using current and new tools (i.e. Microsoft Excel, PowerPoint, etc.), prepare slates of data for committee review, etc.
Research and analyze leading practices at external institutions to assist with benchmarking; staying current on technical and scientific trends and changing technologies in this field.
Support project management by tracking deadlines and follow up steps, i.e. UPC compliance and Institutional Biosafety Committee, and Graduate Council
Enter data generated by Venture Clinical Laboratory into the appropriate City, State, and Federal information systems.
Arrange and coordinate all aspects of travel for the Vice Provost.
Outstanding organizational skills.
Sound decision making.
Must be able to represent the office in a professional manner in person and at meetings with various constituents.
Intense attention to detail will be critical for success in this role.
Ability to build and maintain strong relationships; engage with internal and external constituents.
Intermediate level proficiency with Microsoft 365 and Microsoft Office, advanced level proficiency with Microsoft (mail merge) and Excel (including VLookUp, ease with sorting, etc.) preferred
Basic project management.
Ability to manage clinical resources
Ability to work autonomously.
Manage multiple priorities.
This position is responsible for hiring and providing direction to student employees
This position operates in a professional office environment; This position is required to use standard office equipment such as personal computers, printers, etc. and laboratory equipment. While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate. Specific vision abilities required by the employee include close vision, distance vision, color vision to distinguish colors in performing sampling procedures/results, peripheral vision, depth perception and the ability to adjust focus, etc.
Position Type/Expected Hours of Work
Hours of work are Monday through Friday, 8:30 a.m. to 4:30 p.m. This position sometimes requires long hours and weekend work.
Primarily local, though some travel is out-of-area and overnight travel may be required.
Required Education and Experience:
High School Diploma or equivalent work experience; Bachelor's Degree preferred.
3-5 years progressive office administration or project management experience in a senior leadership office environment.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
All persons hired are required to be vaccinated and boosted against the COVID-19 virus, subject to the reasonable accommodation provisions of applicable law.
This position may be relocated to any of St. John's University's physical locations at any time.
St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events.
Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.
St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
St. John's University is Catholic, Vincentian and Metropolitan. We are committed to attracting, motivating, and retaining a highly qualified and diverse workforce to support our mission of academic excellence and the pursuit of wisdom. Known for over 100 years of proud athletic tradition, our Big East excitement keeps Red Storm fans cheering. Ranked among America's top universities by The Princeton Review, St. John's University educates leaders for today's global society through quality academics, high-tech resources and an expanding international presence. With 1,500 Faculty and 1,400 Administrators/Staff, St. John's is a leading Catholic University in the Vincentian tradition, dedicated to making a positive difference in people's lives through active engagement in issues of energy and resource conservation, social justice and global citizenship. These values enhance the academic experience of more than 20,000 undergraduate and graduate students on three residential New York City campuses in Queens, Staten Island and Manhattan; a graduate center in Oakdale, NY; an international campus in Paris, France and Rome, Italy; and learning centers in other locations worldwide.