Administrative Specialist (SOM Medical Scientist Training Program)

Johns Hopkins University•Baltimore, MD

51d•Hybrid

About The Position

We are seeking an Administrative Specialist who will provide financial, HR, operational and administrative support to the MD/PhD (MSTP) and XDBio PhD programs. The Administrative Specialist reports jointly to the Administrative Director and the Sr. Administrative Manager for the Office of Graduate Biomedical Education. Will work closely with faculty, staff, and students throughout JHU-SOM.

Requirements

Bachelor's Degree.
Four years of progressively responsible administrative experience, with experience working on special projects and assignments.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
Calendar Management - Advanced
Financial Administration - Advanced
Interpersonal Skills - Advanced
Meeting Coordination - Advanced
Office Procedures - Advanced
Oral and Written Communications - Advanced
Organizational Skills - Advanced
Report Writing - Intermediate

Nice To Haves

Experience in higher education/academic administration.

Responsibilities

Process all HR transactions including hiring and payroll actions for students of MSTP and XDBio programs (126 students) in SAP to ensure compliance with all PhD union requirements.
Ensure timely and accurate payroll to students.
Ensure accurate and adequate positions within both programs, especially MSTP as students move in and out of the PhD union throughout their time in the program.
Create and maintain budget tracking and financial reports for MSTP (~$1.9M), XDBio (~$523K), general funds (~$5M), F30/F31 fellowships (11 students), philanthropic and gift (~$500K) accounts, to include monthly budget for actual analysis and accurate allocation of costs among accounts.
Identify discrepancies with the assistance of the Administrative Director and develop solutions.
Assist in the preparation of NIH MSTP Training Grant and progress reports, including but not limited to, gathering data, generating narratives and tables, editing content, and formatting documents using COEUS, Fire Fox, and FileMaker Pro.
Conduct quarterly review and pre-certify effort reporting for students in both programs.
Process accounting transactions including online check requests, reimbursement for students and faculty, etc.
Use CONCUR to guarantee timely reimbursements for travel, supplies, conference registration fees, etc. for students and faculty of both programs.
Prepare invoices for HHMI/Janelia Research Campus and submit all recruiting invoices/expenses.
Assist each program's admissions director/staff with processing 700+ applications, e.g. develop agendas, set up meetings, prepare and distribute application packets, record decisions, keep minutes, etc.
Coordinate the date of interview/ SLW Travel and accommodation of applicants during the recruitment cycle and process reimbursement.
Attend national and local recruiting conferences (ABRCMS, NIH, UMD College Park and UMBC Meyerhoff), and coordinate registration, travel, and accommodations for recruitment events for both programs. This includes travel with students, the Program Director and the Administrative Director.
Use safe practice of privacy and confidentiality methods enabling the access of information by students and program faculty using OneDrive and other secure communication platforms.
Design and create recruitment and event tools and ensure availability of all supplies.
Maintain program websites, act as the online contact for recruitment, information, and program updates for potential, current, and previous students and members.
Provide administrative support for the MD-PhD and XDBio programs.
Assist the programs in tracking projects, initiatives, and priorities for the programs
Coordinate major divisional activities and social events including developing program agendas and producing publication materials.
Develop and maintain program contact lists and listservs to include students, faculty, department contacts, and prospective students.
Support program events, e.g. retreats, interview events, Herlong Rounds, journal clubs, welcome reception for new students, program faculty meetings, admitted student activities, Second Look, etc.) by issuing invitations, managing RSVPs, creating attendance lists, securing space, coordinating transportation, scheduling AV, ordering food, distributing materials, managing videoconferencing, etc.
Participate in program coordinators meetings and other OGBE meetings for both programs.
Maximize social media presence for the XDBio Program.
Function as the Academic Program Coordinator for the XDBio Program which includes,
Follow-up with incoming students on information needed for matriculation for the XDBio program.
Coordinate with other administrative offices as needed for the XDBio Program.
Coordinate orientation logistics.
Coordinate logistics for XDBio courses including grade submission.
Oversee New Innovations activities, thesis progress and IDPs.
Administer surveys regarding courses and program activities for the XDBio Program.
Collect necessary student data for the XDBio Program.
Assemble documentation required by the Provost's Office or the Doctor of Philosophy Board and represent the XDBio program when it is evaluated.