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 Graduate Student Experience Coordinator is part of the OGBE team and provides sophisticated support, coordination, and planning to create a positive graduate student experience.
The position reports directly to the Manager, Graduate Student Experience and Diversity, and works closely with the Assistant Dean for Graduate Biomedical Education and Graduate Student Diversity, graduate students, graduate student groups, graduate program faculty and staff, and members of the OGBE.
Specific Duties & Responsibilities
The Graduate Student Experience Coordinator is responsible for supporting programming and activities that lead to a positive experience for JHUSOM graduate students. This includes, but is not limited to:
Serve as primary point of contact for graduate students. Assess and track student needs; ensure availability of OGBE to students; answer student questions or refer students to appropriate OGBE, JHUSOM, or Johns Hopkins University (JHU) resources. Track student inquiries and resolution; create and present reports to leadership.
With support from the Administrative Coordinator and in coordination with graduate student groups, plan and manage student events (including orientation, recruitment events, activities fairs, Young Investigators Day, Graduate Coating Ceremony, graduation and convocation).
Plan, coordinate, manage and/or support wellness and inclusion-based activities, including those that support potentially vulnerable student groups (including LGBTQ students, international students, parents, first generation students, underrepresented in science students, students with disabilities). Work closely with the Director of the University Health Services (UHS) Office of Wellness and Health Promotion and others to promote existing wellness and inclusion events and activities and develop new initiatives.
Work with OGBE staff and other JHU stakeholders to provide support for graduate biomedical education (GBE) mentoring networks.
Work with graduate student groups and OGBE staff to develop annual plans and budgets for graduate student groups and provide support for activities. With the Office of Assessment and Evaluation, develop strategy for evaluating graduate student events and activities.
In coordination with Sr. Financial Analyst, track and update student information, such as laboratory and location, calendars, and benchmarks [Doctor of Philosophy Board Oral Exam (DBO), lab selection, thesis defense]
Create and present reports on student information to OGBE leadership to guide leadership decisions.
Serve as primary resource for JHU and JHUSOM policies; implement strategies for communicating policies to students; interpret policy to students as appropriate.
Maintain student experience portion of OGBE website; ensure accuracy of web content and links.
Manage communications with students, including social media. Work with OGBE Administrative Coordinator and graduate program coordinators to create and maintain accurate student contact information.
Administer and ensure compliance with institutional or governmental (federal and state) regulations, such as Responsible Conduct of Research, Title IX training, and opioid training.
Serve as backup public face of the OGBE for phone calls and visitors, as needed.
Support the Manager, Graduate Student Experience and Diversity as necessary, including in administration of student pipeline programs and partnerships or other diversity and inclusion initiatives. Support might include, but is not limited to:
Scheduling and coordinating travel, lodging, meals, and activities during the admissions and recruitment process for PREP (Post-baccalaureate Research Education Program) and other GBE pipeline programs
Orienting new summer program scholars
Maintaining the PREP and other GBE pipeline websites and responding to inquiries.
Assisting with overall budget planning and management
Gathering and organizing updates about former PREP and other GBE pipeline program scholars for tracking purposes
Organizing information from the Summer Internship Program (SIP) database to recruit applicants from this pool
Other duties as assigned
High School Diploma/GED. Bachelor's degree preferred.
Five (5) years progressively responsible administrative/academic experience.
Additional education may substitute for required experience, to the extent permitted by the * 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 the 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. *
Bachelor’s degree preferred
Experience with financial management software (such as SAP)
Experience working with biomedical graduate students preferred
Knowledge of graduate biomedical programs
Experience working with higher education student populations preferred
Experience working with graduate student in the biomedical field preferred
Special Knowledge, Skills, and Abilities
Professional appearance and demeanor required to represent OGBE with internal and external stakeholders
Demonstrated ability to plan and prioritize work tasks
Strong attention to detail
Must be highly computer literate, with demonstrated facility to work with a variety of software systems
Must be self-motivated
Demonstrated ability to set and revise priorities
Excellent oral and written communication skills
Demonstrated ability to communicate with respect, integrity, and kindness
Proficient in Microsoft Office suite (Word, Excel, Powerpoint, Outlook)
Demonstrated experience working positively and collaboratively with a wide range of stakeholders, including students and faculty.
Classified Title: Sr. Academic Program Coordinator Working Title: Graduate Student Experience Coordinator Role/Level/Range: ATO 40/E/03/OF Starting Hourly Pay Rate Range: $19.82 - $27.26 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday; 8:30a.m-5:00p.m / 40 Hrs/Wk 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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The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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