Administrative Specialist (DOM General Admin Chairmans Off)

Johns Hopkins University; Baltimore (MD); Hybrid; USD 55,000 - 97,000; Full time

Job summary

Johns Hopkins University in Baltimore seeks an Administrative Specialist for the Department of Medicine Chairman's Office. The role involves complex calendar management, meeting prep, and project leadership with a high level of independent discretion.

The position requires significant collaboration, planning events, and handling travel reimbursements, reports, and communications. Schedule is 4 days in person, 1 day remote, with hybrid work on a School of Medicine campus.

Qualifications

• Bachelor's degree and 4+ years of progressively responsible administrative experience.
• Experience with special projects and assignments.
• Education/experience substitution per equivalency rules is allowed.

Responsibilities

• Independently manage complex calendars and meeting schedules.
• Prepare for meetings with critical details for timely responses.
• Support staff management and follow up on action items.
• Prioritize incoming work to meet deadlines and resolve issues.

Skills

Calendar Management

Financial Administration

Interpersonal Skills

Meeting Coordination

Office Procedures

Oral and Written Communications

Organizational Skills

Report Writing

Photography / Website maintenance

Zoom & Teams

Education

Bachelor's Degree

4 years progressively responsible administrative experience

Tools

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Job description

We are seeking an Administrative Specialist who will provide varied administrative support in the Department of Medicine Chairman's Office 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.

In addition to the duties above

• Will act as a calendar & in-person office backup for the DOM Administrative Office staff.
• Assist the DOM Communications & Marketing Manager with dispersing communications to the Department of Medicine faculty & staff through social media & email platforms.
• Manage the DOM Chairman's Office email account, responding to requests & correspondence.
• Generate and maintain active DOM-related lists, including computer tracking, supply order tracking, and updating DOM staff & faculty email lists.
• Assist with escorting visiting faculty, creating/adjusting schedules, and serving as the main contact for catering & supply orders.

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.

Preferred Qualifications

• Photography and/or website maintenance experience / Zoom & Teams working knowledge

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: 4 days in person, 1 day remote
FLSA Status:Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM General Admin Chairmans Offf
Personnel area: School of Medicine