Administrative Specialist, GPTE - #Staff

Johns Hopkins University; Baltimore (MD); On-site; USD 63,000 - 78,000; Full time

Job summary

Jhpiego is seeking an Administrative Specialist for the Global Programs and Technical Excellence department. This role provides high-level administrative support, manages complex calendars, coordinates meetings, prepares materials, and leads or supports projects with independence and initiative.

You will handle travel reimbursements, financial documentation, and reports while collaborating across units to ensure efficient operations and successful events.

Qualifications

• Bachelor's degree required.
• Four years of progressively responsible administrative experience, including special projects.
• Additional education or experience may substitute per policy.

Responsibilities

• Independently manage complex calendars and meeting schedules with shifting priorities.
• Prepare meetings, presentations, and discussions with key details for timely responses.
• Support staff management, team meetings, and track action items.
• Anticipate departmental needs and prioritize incoming work with deadlines and reminders.
• Lead or contribute to ad-hoc and recurring projects with guidance to staff.
• Assist with planning and execution of events as needed.
• Oversee general office management: space issues, reservations, tech needs.
• Process travel reimbursements, online payments, purchase orders, and non-employee expenses.
• Compile information to format reports, graphs, and records.
• Disseminate information and interpret operating policies.
• Identify and resolve administrative problems and maintain department knowledge.

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

The Administrative Specialist provides varied administrative support ranging from standard to complex for the Global Programs and Technical Excellence Department (GPTE), and require 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 Jhpiego.

• Other duties as assigned.

In addition to the duties & responsibilities above:

• Work on special GPTE projects and assignments.

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

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

Job Posting Title (Working Title): Administrative Specialist, GPTE

Role/Level/Range: ATP/03/PC

Starting Salary Range: $63,095 - $77,773 Commensurate with Experience

Employee group: Full Time

Schedule: Mon - Fri 8:30 AM - 5:00 PM

FLSA Status: Exempt

Location: Jhpiego

Department name: 60000105-Global Programs and Technical Excellence

Personnel area: Academic and Business Centers

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.