Administrative Specialist (Data Science and AI Institute)

The Chronicle Of Higher Education, Inc.; Baltimore (MD); Hybrid; USD 55,000 - 97,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Johns Hopkins University’s Data Science and AI Institute (DSAI) seeks an Administrative Specialist to provide high-level administrative and program support for a growing interdisciplinary venue.

The role partners with four Program Managers to coordinate operations, events, travel, reporting, and cross-university collaboration, ensuring timely, accurate execution of institute programs and processes.

Qualifications

• Bachelor’s degree required.

Responsibilities

• Manage complex calendars and meeting schedules.

Skills

Strong organizational skills

Written communication

Calendar management

Meeting coordination

Data tracking

Customer service

Education

Bachelor’s Degree

4 years administrative experience

Tools

Microsoft Office Suite

Teams

SharePoint

Asana

SAP

Concur

P-Card

Job description

Johns Hopkins, founded in 1876, is America's first researchuniversity and home to nine world-class academic divisions workingtogether as one university.

The Johns Hopkins Data Science and AI Institute (DSAI) seeks an Administrative Specialist to provide high-leveladministrative, operational, and program support for a growinginterdisciplinary institute advancing data science and artificialintelligence across Johns Hopkins. This position will supportDSAI's program management team of four Program Managers and willhelp coordinate the administrative infrastructure behind instituteprograms, funded initiatives, events, meetings, communications, andcross-university collaborations. The Administrative Specialist willwork closely with institute leadership, faculty, staff, students,trainees, internal Johns Hopkins partners, and externalcollaborators to ensure timely, accurate, and professionalexecution of program and office operations.

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

In addition to the duties described above

• Independently manage complex calendars and meeting schedulesbased on an understanding of shifting priorities.
• Provide preparation for meetings, presentations, anddiscussions by gathering critical details to facilitate timelyresponses and task management.
• Support staff management and team meetings, and providefollow-up on action items.
• Anticipate departmental needs by prioritizing incoming work toensure timely and effective resolution and following up withdeadlines, drafts, reminders.
• Lead or significantly contribute to recurring or ad-hocprojects, including providing support or guidance to otherstaff.
• Assist with planning and conduct of events as needed.
• Perform general office management necessary for efficientoperations. e.g. assisting with space issues, room reservationrequests, technology needs, etc.
• Ensure timely processing and submission of travelreimbursements, online payments, purchase orders, and non-employeeexpense reimbursements.
• Locate and compile information to format and produce reports,graphs, tables, records, and other sources of information.
• Responsible for answering questions, providing guidance, anddisseminating information.
• Interpret and communicate operating policies.
• Proactively identify and assist with the resolution ofadministrative problems.
• Maintain high-level knowledge of the informal and formaldepartment goals, standards, policies, and procedures includingfamiliarity with other departments in the school/division.
• Other duties as assigned.

• Provide administrative and program coordination support to fourDSAI Program Managers responsible for signature programs, fundedinitiatives, workshops, committee and advisory board activities,and other institute priorities; assist with scheduling, agendas, materials, notes, action-item tracking, and follow-up.
• Coordinate logistics for DSAI programs and events, includingroom reservations, hybrid meeting support, travel arrangements,catering, procurement, vendor coordination, attendeecommunications, registration support, and expendituretracking.
• Support administrative and financial tracking processes forDSAI-funded programs and initiatives, including proposal intake,award coordination, collaborator meetings, compliancedocumentation, expenditure tracking, budget-to-actual monitoring,burn-rate reporting, deliverable tracking, and maintenance ofaccurate program records.
• Prepare, organize, and maintain program materials, reports,presentations, web or communications content, spreadsheets, andshared project documentation used by Program Managers, instituteleadership, faculty, and internal and external partners.
• Help strengthen standard operating procedures, sharedcalendars, tracking tools, and administrative workflows thatsupport consistent service, timely communication, and effectivecoordination across DSAI programs.

Minimum Qualifications

• Bachelor’s Degree.

• Four years of progressively responsible administrativeexperience, with experience working on special projects andassignments.

• Additional education may substitute for required experience andadditional related experience may substitute for required educationbeyond HS diploma/graduation equivalent, to the extent permitted bythe JHU equivalency formula.

Preferred Qualifications

• Strong organizational, written communication, calendarmanagement, meeting coordination, data tracking, andcustomer-service skills, with the ability to manage multiplepriorities and deadlines across several programs andstakeholders.
• Experience providing administrative or program support inhigher education, academic research, nonprofit, or complex matrixedenvironments.
• Experience supporting program managers, faculty, committees,advisory boards, sponsored or internally funded projects, largemeetings, workshops, or events.
• Familiarity with Johns Hopkins systems and processes, includingSAP, Concur, procurement, P-Card, travel, room scheduling, and webor event communication tools.
• Comfort using AI-enabled productivity tools such as ChatGPT,Claude, Gemini, or similar tools to support drafting, organization,summarization, or workflow efficiency, consistent with universitypolicy.

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs includingOutlook, Word, Excel and PowerPoint, Teams, Adobe Acrobat, andcollaboration or project-tracking platforms such as Asana,SharePoint, or similar tools.

• .No specialized certification is required. Training orcoursework in project coordination, event planning, researchadministration, business operations, process improvement, or officeadministration is preferred.

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

On call or non-standard work hour requirements

• No regular on-call requirement is anticipated. Occasionalevening, early morning, or non-standard hours may be required tosupport major DSAI events, advisory board or committee meetings,external partner meetings, program deadlines, or othertime-sensitive institute priorities.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $55,145 - $96,760 Annually (Commensuratew/exp.)
Employee group: Full Time
Schedule: M-F, 37.5 hrs wkly
FLSA Status: Exempt
Location: Hybrid/Mount Washington Campus
Department name: DSAI Institute
Personnel area: Whiting School of Engineering

The successful candidate(s) for this position will be subject to a pre-employment background check.

Equal Opportunity Employer

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Important legal information

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