Administrative Specialist

The Johns Hopkins University; Maryland; On-site; USD 55,000 - 97,000; Full time

Job summary

The Johns Hopkins University School of Medicine seeks an Administrative Specialist to provide varied administrative support for the SOM OB GYN General Administration unit. The role requires independent decision making, research, and coordination with internal and external partners.

You will manage complex calendars, prepare for meetings, support staff, process travel reimbursements and expenses, and contribute to ad-hoc projects.

Qualifications

• Bachelor's degree required with four years of progressively responsible administrative experience; related education may substitute for experience per policy.
• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, PowerPoint.
• Experience handling special projects and high-level administrative duties with discretion.

Responsibilities

• Independently manage complex calendars and meeting schedules with shifting priorities.
• 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 maintain smooth operations.
• Lead or contribute to ad-hoc projects and provide guidance to staff.
• Assist with planning and conduct of events as needed.
• Handle travel reimbursements, online payments, purchase orders, and non-employee reimbursements.
• Prepare reports, graphs, tables, and other information formats.
• Interpret and communicate operating policies and disseminate information.
• Resolve administrative problems and maintain knowledge of department goals and procedures.
• Other duties as assigned.

Skills

Calendar Management

Financial Administration

Interpersonal Skills

Meeting Coordination

Office Procedures

Oral and Written Communications

Organizational Skills

Report Writing

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

We are seeking an Administrative Specialist who will provide 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.

Specific Duties & 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.

Minimum Qualifications

• 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 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

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Specialist

Role/Level/Range: ATP/03/PC

Starting Salary Range: $55,145 - $96,760 Annually ($75,955 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: 8:30am - 5:00pm

FLSA Status: Exempt

Location: School of Medicine Campus

Department name: SOM OB GYN General Administration

Personnel area: School of Medicine