The Placement Exchange Job Board

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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

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.

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

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

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. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. 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.

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

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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