Administrative Specialist

Johns Hopkins Intrastaff; Baltimore (MD); In loco; USD 37.000 - 51.000; Tempo pieno

Descrizione del lavoro

Johns Hopkins Intrastaff, the internal staffing arm of Johns Hopkins Health System, seeks an Administrative Specialist to provide high-level support to the Division Director of Rheumatology. This role ensures seamless administrative operations, efficient scheduling, and polished communications. Based at 5200 Eastern Avenue with hours 7:30 a.m.

to 5 p.m. the position supports calendar management, meeting coordination, travel arrangements, and preparation of reports and materials.

Competenze

• Bachelor's degree required.
• Five years related experience in high-level support.
• Excellent writing, organization, and detail orientation.
• Ability to take initiative and exercise independent judgment.

Mansioni

• Provide high-level administrative support to the Division Director, including calendar management and scheduling.
• Coordinate meetings and events; prepare agendas and materials.
• Arrange travel logistics and accommodations for Division Director and visiting faculty.
• Maintain confidential documents and division CVs, licensure records.
• Communicate professionally with faculty, staff, and external partners.
• Support recruitment and onboarding of faculty and clinicians.
• Prepare reports, presentations, and sponsored/research materials.

Conoscenze

Five years experience

Attention to detail

Writing skills

Organization skills

Initiative

Formazione

Bachelor's degree

Descrizione del lavoro

Johns Hopkins Intrastaff is the internal staffing agency for the Johns Hopkins Health System and partner hospitals, providing temporary support to a variety of the Johns Hopkins locations. Our employees are the strength of our service. Intrastaff is unique because it's one of the very few agencies where a person has the benefit of being a temporary employee and also feels like a member of a large organization. Working at Hopkins means joining a culturally diverse team that includes some of the best nurses, physicians and allied health professionals in the world. Directly or indirectly, you'll have exposure to cutting-edge technology and groundbreaking medical research.

Administrative Specialist

Location: 5200 Eastern Avenue

Hours: 7:30a-5p

Pay rate: $32 per hour

The Department of Medicine is seeking an Administrative Specialist to provide high-level support to the Division Director of Rheumatology, ensuring seamless administrative operations, efficiencies in scheduling, excellent communication and customer service, project management, and organization of divisional initiatives.

Responsibilities

• Provide comprehensive administrative support to the Division Director, including managing calendar, scheduling appointments, and ensuring that daily tasks are completed efficiently
• Identify scheduling efficiencies, anticipate conflicts, and propose adjustments to maximize the Division Director’s availability for high-priority engagements
• Maintain high standards of customer service when hosting guests, such as Grand Rounds speakers, prospective new faculty members, high level donors, ensuring a professional and welcoming experience
• Communicate effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts
• Organize and coordinate meetings, major divisional activities and events, faculty meetings, division conferences, symposia and seminars. Prepare and distribute agendas, meeting materials, and follow-up communications, ensuring logistical success.
• Arrange travel logistics, conference registrations, and accommodations for the Division Director and visiting faculty members
• Assist in planning special events, guest lectures, and symposia
• Serve as the primary point of contact for the Division Director, managing correspondence, emails, and phone calls
• Interface with faculty, administrators, learners, staff and external partners on behalf of leadership with professionalism
• Distribute operating policies, announcements, and correspondence by email to all divisional faculty and staff on behalf of Rheumatology leadership
• Support the Division Director’s projects, including the preparation of reports, presentations, and sponsored/research materials
• Track deadlines and project progress and assist in managing special initiatives
• Use a variety of software programs to create and organize quality graphs, charts, technical documents, spreadsheets, manuscripts and reports needed by the Division Director or leadership team
• Prepare, review, and process confidential documents, including grant applications, faculty evaluations, and promotion dossiers
• Maintain accurate filing systems for division-related documents, ensuring confidentiality and quick accessibility
• Maintain Division Director’s CVs, licensure records, other support page and academic appointment documents
• Coordinate annual reviews for faculty who report to the Division Director
• Support the recruitment and onboarding of faculty and other clinicians in the division
• Act as a liaison between division leadership and departmental administrative teams to ensure smooth workflow and alignment with the School of Medicine’s policies
• Keep supervisors, learners, staff and relevant Rheumatology personnel informed of key issues as relevant
• Other duties and special projects as assigned

Qualifications

• Bachelor's degree
• Five years related experience providing high level expertise
• Excellent writing, organization, attention to details and computer skills
• Ability to take the iniative and exercise independtn judgement in mananging a variety of respsonsibilities

Johns Hopkins Health System and its affiliates are an Equal Opportunity/ Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.