Sr. Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Aug 2, 2021

View more

Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Administrative
Employment Type
Full Time

Led by the Associate Vice Provost for Graduate Diversity and Partnerships, the Vivien Thomas Scholars Initiative (VTSI) promotes STEM pathways and STEM PhD growth for students from Historically Black Colleges and Universities (HBCUs) and other Minority Serving Institutions (MSIs). The VTSI is located within the Office of the Provost, which is part of the Johns Hopkins University (JHU).

We are seeking aSenior Administrative Coordinator who will provide complex administrative support to the Vivien Thomas Scholars Initiative, the Associate Vice Provost for Graduate Diversity and Partnerships, and the Office of the Provost. Administrative support includes office operations as well as VTSI and graduate program-related projects and processes. The Sr. Administrative Coordinator serves an important and visible role, communicating and interacting with Johns Hopkins University executive leadership, faculty, staff, and students, as well as external institutional stakeholders and clients. The environment is fast-paced and collaborative and requires the ability to manage competing priorities. This proactive individual anticipates future needs of the VTSI, the Associate Vice Provost for Graduate Diversity and Partnerships, and the Office of the Provost, and demonstrates leadership, responsiveness, strong client service, independent thinking, and solid judgement in a quick moving team environment.

The position supports the admissions process for the Vivien Thomas Scholars Initiative and has responsibility for discrete tasks within the admissions pathway.The position reports to the VTSI Program Administrator. Other staff may assign work and oversee specific tasks, as necessary. This position will be full time.

Specific Duties & Responsibilities:

Diversity Initiatives and Partnerships

  • Support the Associate Vice Provost for Graduate Diversity and Partnerships and the Office of the Provost, in the planning, coordination, and advance of graduate diversity and inclusion initiatives and associated institutional partnerships, including with HBCUs and other MSIs.
  • Organize and assist with the planning, coordination, and support for VTSI program activities and events.
  • Research, compile, organize, and maintain materials and data to support institutional partnerships and student outreach and connection.
  • Orient new VTSI scholars.
  • Gather, organize, and maintain tracking updates on VTSI alumni.

Admissions Initiatives

  • Support the central VTSI admissions function for STEM PhD education. This includes supporting program-based student selection processes; planning and coordinating VTSI admissions meetings; coordinating and managing interview schedules; communicating with graduate program stakeholders and applicants; transferring information into the student record to support accepted student matriculation; and promoting a positive applicant experience.
  • Serve as the VTSI expert on Slate or other admissions software; train admissions committee on software as needed; trouble-shoot challenges experienced by VTSI staff or admissions committee members; and support reporting functions during all phases of the admissions process.
  • Compile reports on admissions and academic metrics as requested, including metrics related to the overall success of VTSI recruitment and other program efforts.

Administrative Support

  • Provide administrative support to VTSI staff, including the Associate Vice Provost for Graduate Diversity and Partnerships; the VTSI Program Administrator; and central staff supporting graduate education. Administrative support includes but is not limited to managing calendars (manage requests, resolve scheduling conflicts, prioritize requests, and confirm meeting details); scheduling regular and ad hoc meetings; organizing and maintaining paper and electronic filing; preparing and disseminating meeting materials; overseeing and triaging incoming correspondence and requests; making conference registrations; and coordinating travel arrangements.
  • Support events, including but not limited to VTSI retreats, program administrator meetings, staff meetings, and student events (including pathway, prematriculation, academic, professional development, and community building activities). 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.
  • Assist with overall budget planning and management.
  • Assist in coordinating institutional partnership agreements.
  • Support strategic communications with internal JHU stakeholders and external partners.
  • Assist with maintenance and analysis of data to compile and produce reports.
  • 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 for internal and external partners.
  • Assist with maintaining VTSI website and respond to inquiries. Monitor VTSI web content and links for accuracy.
  • Maintain files on office equipment and manage service calls as needed.
  • Serve as receptionist and public face of the VTSI for phone calls and visitors.
  • Other duties as assigned.

Note: This position will require some work outside of normal business hours and/or weekends.

Minimum Qualifications (Mandatory):

  • High School Diploma or equivalent. Bachelor’s degree preferred.
  • Five years of related experience.
    • Experience should be in providing progressively responsible administrative support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required.
  • Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications:

  • Experience with SAP preferred.
  • Experience working in an environment that supports STEM PhD programs and/or STEM PhD students preferred.
  • Experience supporting diversity and inclusion initiatives preferred.

Special Knowledge, Skills & Abilities:

  • Professional appearance and demeanor required to serve as a public face of VTSI.
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent written and oral communication skills.
  • Strong attention to detail and superior planning and organizational skills.
  • Excellent interpersonal skills and ability to work positively and collaboratively with a wide range of individuals, including students, senior executives, faculty, staff, and inter-institutional partners.

Physical Requirements:

  • Sitting in a normal seated position for extended periods of time.
  • Reaching by extending hand(s) or arm(s) in any direction.
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
  • Communication skills using the spoken word.
  • Occasionally lifting, carrying objects weighing 10lbs. or less.
  • Occasionally pushing, pulling objects weighing 30lbs. or less.
  • Ability to move about.

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 the 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.

Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.02 - $27.51/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30am - 5:00pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: ​​​​​​​Provost and Sr VP for Acdmc Affs Off of
Personnel area: University Administration

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 atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

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 or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, please visit:https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/

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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Homewood Campus


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 jhurecruitment@jhu.edu. 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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