About this role
The Vivien Thomas Scholars Initiative (VTSI) promotes STEM pathways and STEM PhD growth for students from a broad range of academic backgrounds. The Initiative is a $150 million effort established through a gift from the Bloomberg Philanthropies. Vivien Thomas Scholars are selected from a range of eligible institutions, including Historically Black Colleges and Universities (HBCUs), community colleges, and regional institutions in Maryland, Virginia, and the District of Columbia. Led by the Associate Vice Provost for Graduate Diversity and Partnerships (AVP), the VTSI is located within the Office of the Provost, which is part of Johns Hopkins University (JHU).
The Initiative is seeking a Senior Program Coordinator, VTSI who will provide complex program and administrative support to the Vivien Thomas Scholars Initiative and the Associate Vice Provost for Graduate Diversity and Partnerships (AVP). The Senior Program Coordinator provides support for events, student services, admissions, student outreach and connection, and administrative and data operations for VTSI PhD program, pathways, and partnership activities, and adjacent initiatives, all in support of the VTSI mission to nurture, mentor, and connect exceptionally talented students from a broad range of academic backgrounds to STEM graduate education and future leadership in STEM careers for transformative impact across the nation and the globe.
The Senior Program Coordinator serves an important and visible role for this initiative, 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 and the AVP, and demonstrates leadership, responsiveness, strong client service, independent thinking, and solid judgement in a quick moving team environment.
Specific Duties & Responsibilities
Programs and Activities
- Support the Associate Vice Provost for Graduate Diversity and Partnerships and the Office of the Provost, in the planning, coordination, and advance of graduate initiatives.
- Organize and manage planning, coordination, and support for VTSI program activities and events, including those directed at promoting a positive student experience and student success.
- Research, compile, organize, and maintain materials and data to support institutional partnerships and student outreach and connection.
- Support student outreach and recruitment activities.
- Design and collect evaluations to monitor program activities.
- Gather, organize, and maintain tracking updates on VTSI scholars and VTSI alumni.
Admissions Initiatives
- Support the central VTSI admissions function. This includes supporting 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.
- Support VTSI usage of the slate platform or other admissions software; 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 the VTSI team, including the Associate Vice Provost for Graduate Diversity and Partnerships; 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.
- Coordinate and manage event operations for the PhD program, pathways, and partnership activities of the VTSI and adjacent initiatives, (including academic, professional and leadership development, wellness, service, 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 with onboarding of new VTSI scholars and staff.
- 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, and support other finance operations activities for the VTSI and adjacent initiatives.
- 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.
- Other duties as assigned.
*Note: This position will require some work outside of normal business hours and/or weekends.
Special Knowledge, Skills, and Abilities
- Demonstrated experience working positively and collaboratively with a wide range of stakeholders, including executive leadership, faculty, students, and inter-institutional partners.
- Demonstrated ability to set priorities in a complex, fast-paced environment and represent the institution’s perspective professionally to external entities.
- Excellent oral and written communication skills.
- Strong attention to detail and excellent organizational and interpersonal skills.
- Self-motivated and demonstrated success in implementing new initiatives.
- Ability to work independently and as part of a team.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative/academic experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor’s Degree preferred.
- Experience working in an environment that supports STEM PhD programs and/or STEM PhD students preferred.
- Experience working in an environment that supports graduate or higher education programs and/or students preferred.
Classified Title: Sr. Academic Program Coordinator
Job Posting Title (Working Title): Sr. Program Coordinator, VTSI (Provost and Sr VP for Academic Affairs Office)
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.80 - $37.80 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 9:00AM - 5:00PM
FLSA Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Vivien Thomas Scholars Initiative
Personnel area: University Administration