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 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 reports directly to the Manager, Graduate Student Experience and Diversity, with dotted line accountability to the Senior Financial Analyst. OGBE deans and staff may assign work and oversee specific tasks, as necessary.
The Administrative Coordinator responsibilities include, but are not limited to, the following,
Support the Assistant Dean and the Manager, 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.
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 Center for Innovation in Graduate Biomedical Education; 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 Admissions Officer with admissions process as needed.
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 equivalent.
Three years of related experience.
Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
HU 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.
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
Any specific physical requirements for the job:
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.
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 40/E/03/OE Starting Salary Range: $17.42 - $23.95 (commensurate with experience) Employee group: Full Time Schedule: Monda-Friday; 8:30pm-5pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003329-SOM Admin Grad Aff General Admin Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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