Administrative Specialist (Hopkins Bloomberg Center)

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

Job summary

Johns Hopkins University Bloomberg Center in Washington, DC seeks an Administrative Specialist to provide administrative support for Communications, Events and Programming, Engagement, and Arts & Culture teams. Reporting to the Chief of Staff, you will handle complex calendars, meeting prep, travel reimbursements, reports, and coordination across departments.

You will collaborate with staff, manage ad-hoc projects, support events, and ensure policy and process adherence while maintaining

Qualifications

• Bachelor's Degree required.
• Four years of progressively responsible administrative experience, including special projects.
• Additional education may substitute for experience as allowed by policy.

Responsibilities

• Independently manage complex calendars and meeting schedules.
• Prepare meetings, presentations and discussions with critical details for timely responses.
• Support staff management and team meetings with follow-up on action items.
• Prioritize incoming work to ensure timely and effective resolutions.
• Lead or contribute to ad-hoc or recurring projects.
• Assist with event planning and execution as needed.
• Oversee general office management and space/tech needs.
• Process travel reimbursements, payments, PO's, and non-employee reimbursements.
• Produce reports, graphs, and other information from various sources.
• Provide guidance and disseminate information; communicate policies.
• Identify and resolve administrative problems; stay aligned with department goals.

Education

Bachelor's Degree

Job description

We are seeking an Administrative Specialist to provide administrative support for the Communications, Events and Programming, Engagement, and Arts & Culture teams at the Johns Hopkins University Bloomberg Center (HBC) in Washington, DC. This role works in coordination with other existing administrative roles and functions within the HBC team and reports directly to the Chief of Staff.

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 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 a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Specialist
Job Posting Title (Working Title):Administrative Specialist (Hopkins Bloomberg Center)
Role/Level/Range: ATP/03/PC
Starting Salary Range: $55,145 - $96,760 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday-Friday, 8:30 AM-5:00 PM
FLSA Status:Exempt
Location: District of Columbia
Department name: 555 Penn
Personnel area: University Administration