Sr. Program Coordinator, VTSI

Job Req ID:  115242

Sr. Program Coordinator, VTSI

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 Initiative is a $150 million effort established through a gift from the Bloomberg Philanthropies. 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 Sr. 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 Sr. 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 the exceptional talent that exists at HBCUs and MSIs for transformative impact across the nation and the globe.

The Sr. 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.

This position will be full time.

Specific Duties & Responsibilities

Diversity Initiatives, Programs 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 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.

Special Knowledge, Skills & 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).

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

Minimum Qualifications

• High School Diploma or graduation equivalent. 
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

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

Role/Level/Range: ATO 37.5/03/OF  

Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate with experience) 

Employee group: Full Time 

Schedule: Monday-Friday; 8:30 am - 5:00 pm 

Exempt Status: Non-Exempt 

Location: Hybrid/Homewood Campus 

Department name: ​​​​​​​Vivien Thomas Scholars Initiative 

Personnel area: University Administration 

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency

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 Completing Studies

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.

Background Checks

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.

Diversity and Inclusion

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

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Vaccine Requirements

Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.

Hybrid: On-site 3-4 days a week