Administrative Specialist (Surgery)

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

Job summary

Johns Hopkins University in Baltimore, MD, is seeking an Administrative Specialist in the Pediatric Cardiac division of Surgery to provide diverse administrative support for an often high-priority, intricate workflow. The role requires independent judgment and collaboration with internal and external teams across the university.

The position emphasizes calendar management, meeting preparation, staff coordination, travel and expense processing, and reporting support, with a hybrid schedule on the

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/or education beyond HS diploma, per JHU equivalency formula.

Responsibilities

• Independently manage complex calendars and meeting schedules.
• Provide preparation for meetings, presentations, and discussions by gathering critical details.
• Support staff management and team meetings with follow-up on actions.
• Anticipate departmental needs by prioritizing incoming work and deadlines.
• Lead or contribute to recurring or ad-hoc projects and provide support/guidance as needed.
• Assist with planning and conduct of events as needed.
• Manage general office operations and space/technology needs.
• Process travel reimbursements, online payments, purchase orders, and non-employee reimbursements.
• Compile information to format reports, graphs, tables, and records.
• Disseminate information and answer questions; communicate policies.
• Identify and help resolve administrative problems; understand department goals.

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

Outlook

Word

Excel

PowerPoint

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 Department of Surgery is seeking an AdministrativeSpecialist in the division of Pediatric Cardiac that willprovide varied administrative support ranging from standard tocomplex for an individual, group, and/or unit requiring high levelexpertise and independent decision making. Works on administrativeassignments that require research, initiative, independentdiscretion, and specialized knowledge and abilities. Leads orassists with ad-hoc or recurring projects. Responsibilities requiresignificant collaboration and coordination with others within andoutside of the unit and extensive knowledge of theorganization.

Specific Duties & Responsibilities

• 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.

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

Technical Qualifications & SpecializedCertifications

• Highly proficient with Microsoft Office programs includingOutlook, 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 specificdivision or department needs.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $55,145 - $96,760 Annually ($73,000targeted; 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

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

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas,laboratories, working with research subjects, or involvingcommunity contact requires documentation of immune status againstRubella (German measles), Rubeola (Measles), Mumps, Varicella(chickenpox), Hepatitis B and documentation of having received theTdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicellavaccines; or antibody status to these diseases from laboratorytesting. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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