We are seeking an Administrative Coordinator for the Office of Medical Student Affairs, Office of Medical Student Diversity, and Office of Housing and Residential Life team. These offices, within the Johns Hopkins University School of Medicine, have a fast-paced, highly collaborative, executive environment. The Administrative Coordinator contributes to the offices by multitasking, offering administrative support, and helping coordinate projects/events. The position requires excellent attention to detail and the ability to respond to complex, multi-variable issues with diplomacy, discretion, and confidentiality. This position plays a critical role in a team-based and cross-trained environment, with the goal of supporting the medical student population and advancing the goals of the Office of Medical Student Affairs and the Office of Medical Student Diversity. The position will report directly to the Director for Medical Student Services and Housing, provide support to one Associate Dean and three Assistant Deans, and work closely with staff and other stakeholders to advance common goals of supporting students and ensuring smooth operations within the Office of Medical Student Affairs and Office of Medical Student Diversity.
Specific Duties & Responsibilities
Serves as a primary point of contact for the Office of Medical Student Affairs and Office of Medical Student Diversity.
Serves as front-line representative to the medical student population and the general public.
Coordinates applications, under strict deadlines, for fourth year medical students applying for residency.
Assists Director and Budget Specialist with development, review processes, and process improvement for applications, development and dissemination of information for applicants, collection and entering of data, compilation of reports, and maintenance of records.
Prepares spreadsheets and reports for programs and projects.
Supports special projects as required
Manages and oversees the nomination process for awards, which includes arranging and coordinating meetings, preparing meeting materials, corresponding with departments, sending out award letters, etc.
Schedules appointments for the Director and four Deans, including regularly occurring and ad hoc internal and external meetings, speaking engagements, events, etc.
Independently resolves schedule conflicts, prioritize requests, and confirms and tracks event and meeting details.
Ensures that email is correctly acknowledged and tracked in a timely manner.
Vets and resolves student complaints and suggestions.
Drafts, proofreads, and/or edits documents and correspondence, ensuring accuracy, clarity, and standardized formatting.
Resolves routing administrative issues and problems.
Coordinates complex meetings; prepares, organizes, and distributes meeting materials and agendas; and ensures that Deans and Director are fully prepared for meeting.
Maintains electronic and hard copy files for the program and organizes records in compliance with University and School policies on records retention.
Replies to requests for information from internal or external sources.
Maintains professional relationships with a wide range of internal and external stakeholders, to include leadership, administrators, faculty, staff, and students.
Communicates information to students via e-mail.
Tracks student status and updates necessary files and office records
Supports events including location and catering logistics.
Coordinates travel logistics for Deans and Director, including transportations, accommodations, and meals; schedules meetings, creates itineraries, and prepares other support materials as necessary.
Sorts, files, and distributes mail.
Provides back-up to the administrative/housing coordinator and budget specialist as needed.
Special Knowledge, Skills & Abilities
Demonstrated attention to detail
Excellent organizational skills.
Experience working on a wide variety of projects.
Experience planning student-focused events is required.
Excellent written and oral communication and attention to detail.
Strong interpersonal skills
Demonstrated proficiency with Microsoft Office
Excellent computer skills.
On a regular basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results that impact the office and the quality of service.
Proven ability to work in a fast-paced environment.
Able to work independently and as a member of team.
Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships.
Communicate regularly with individuals and groups across the JH institutions and with external constituents.
Exchange and coordinate information using tact, accuracy, clarity, and persuasion.
Strong verbal and written communication skills are essential.
High School Diploma or graduation equivalent
Three years related experience
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula
Classified Title: Administrative Coordinator Working Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.95 - $25.30 - $32.60 hourly (commensurate with experience) Employee group: Full Time Schedule: M-F 8:30-5:00 Exempt Status: Non-Exempt Location: School of Medicine - East Baltimore Campus Department name: SOM Admin Student Affairs Student Affair Personnel area: School of Medicine
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.
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.
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