Administrative Specialist (Surgery)

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

Job summary

The Johns Hopkins University is seeking an Administrative Specialist in the Department of Surgery, Pediatric Cardiac division, to provide high-level administrative support and independent decision making.

You will manage complex calendars, prepare meetings, support staff, plan events, handle travel reimbursements, and produce reports, collaborating across units and external partners.

Qualifications

• Bachelor's degree required.
• Four years of progressively responsible administrative experience, including special projects.
• Additional education/substitution allowed per policy.

Responsibilities

• Independently manage complex calendars and meeting schedules based on shifting priorities.
• Prepare meetings, presentations, and discussions by gathering critical details for timely responses.
• Support staff management and team meetings with follow-up on actions.
• Prioritize incoming work to ensure timely resolution and deadlines.
• Lead or contribute to recurring/ad-hoc projects, including events as needed.
• Assist with planning and conduct of events as needed.
• Perform general office management (space, room reservations, tech needs).
• Process travel reimbursements, online payments, POs, and non-employee expenses.
• Gather information to format reports, graphs, tables, records, and sources.
• Answer questions, provide guidance, disseminate information, and communicate policies.
• Identify and resolve administrative problems proactively.
• Maintain knowledge of department goals and procedures across the school/division.
• 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

Outlook

Word

Excel

PowerPoint

Job description

The Department of Surgery is seeking an Administrative Specialist in the division of Pediatric Cardiac that 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.

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

Role/Level/Range: ATP/03/PC

Starting Salary Range: $55,145 - $96,760 Annually ($73,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F 8-4:30

FLSA Status: Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM Sur Peds Cardiac

Personnel area: School of Medicine