Administrative Specialist

Jhpiego Inc.; Baltimore (MD); On-site; USD 63,000 - 78,000; Full time

Job summary

The Johns Hopkins University is seeking an Administrative Specialist to provide high-level administrative support for a unit. The role requires independent decision-making, research, and coordination across departments.

You will handle calendars, meetings, events, reports, and travel reimbursements, while ensuring adherence to policies and procedures. Ideal candidates will have a Bachelor’s degree and 4+ years of progressively responsible administrative experience, with proficiency in Microsoft

Qualifications

• Bachelor’s degree required.
• 4+ years of progressively responsible administrative experience, with experience working on special projects and assignments; substitutions allowed per policy.

Responsibilities

• Independently manage complex calendars and meeting schedules.
• Prepare for meetings with critical details to facilitate timely responses and task management.
• Support staff management and team meetings, with follow-up on actions.
• Prioritize incoming work to meet deadlines and resolve issues.
• Lead or contribute to ad-hoc or recurring projects with guidance to other staff.
• Assist with event planning and execution as needed.
• Manage general office operations and space/tech needs.
• Ensure timely processing of travel reimbursements, payments, and purchase orders.
• Compile information to format reports, graphs, tables, and records.
• Answer questions, provide guidance, and communicate policies.
• Proactively identify and resolve administrative problems.

Skills

Calendar management

Financial admin

Interpersonal skills

Meeting coordination

Office procedures

Oral and written communications

Organizational skills

Report writing

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Overview

The Administrative Specialist provides varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making. Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.

Responsibilities

• Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
• Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
• Support staff management and team meetings, and provide follow-up on action items.
• Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
• Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
• Assist with planning and conduct of events as needed.
• Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
• Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.
• Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.
• Responsible for answering questions, providing guidance, and disseminating information.
• Interpret and communicate operating policies.
• Proactively identify and assist with the resolution of administrative problems.
• Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.
• Other duties as assigned.

Required Qualifications

• Bachelor’s degree.
• 4+ 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 HS diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Technical Qualifications & Specialized Certifications:

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency:

• 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

Preferred Qualifications

The salary range for this role is expected to be: $63,095 - $77,773

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, theJHU Roadmap on Diversity and Inclusion.

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.

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 AcquisitionOffice [e-mail] TTY users, call via Maryland Relay or dial 711.For more information about workplace accommodations or accessibility at Johns Hopkins University, please visitaccessibility.jhu.edu.

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