Administrative Specialist

Jhpiego; 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. Responsibilities include managing complex calendars, preparing meetings and presentations, and coordinating with internal and external partners.

The role requires a Bachelor's degree and 4+ years of relevant experience, proficiency with Microsoft Office, and strong organizational and communication skills. It offers a competitive salary and comprehensive benefits.

Qualifications

• Bachelor’s degree required.
• 4+ years of progressively responsible administrative experience, with experience on special projects.

Responsibilities

• Manage complex calendars and meeting schedules independently.
• Prepare meetings, presentations, and discussions by gathering critical details.
• Support staff management and team meetings with follow-up on actions.
• Prioritize incoming work to ensure timely resolutions and deadlines.
• Lead or contribute to ad-hoc projects and events planning.
• Handle travel reimbursements, online payments, purchase orders, and non-employee expenses.
• Produce reports, graphs, and records from information gathered.
• Interpret and communicate operating policies.

Skills

Calendar Management

Financial Administration

Interpersonal Skills

Meeting Coordination

Office Procedures

Oral and Written Communications

Organizational Skills

Report Writing

Education

Bachelor's degree

Tools

Outlook

Word

Excel

PowerPoint

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 a ssists 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

Salary Range

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/

Job Description

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, 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.

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