Correspondence & Project Manager (Office of the President)

The Johns Hopkins University

Baltimore (MD)

On-site

USD 55,000 - 97,000

Full time

5 days ago

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Job summary

Johns Hopkins University in Baltimore seeks a Correspondence & Project Manager for the Office of the President. The role provides project management, correspondence, and briefing support to senior leaders in a fast-paced, high-visibility environment.

The position requires excellent writing, strong organizational and communication skills, and the ability to manage multiple projects while maintaining confidentiality. Location is Homewood Campus with standard weekday hours.

Qualifications

Bachelor's degree required.
Four years of admin experience with project work.
Additional education or experience may substitute for required education per policy.

Responsibilities

Prepare meetings, presentations, and gather critical details for timely responses.
Support staff management and follow-up on action items.
Prioritize incoming work to meet deadlines and follow up with drafts and reminders.
Lead or contribute to projects and provide guidance to staff.
Compile information to format reports, graphs, and records.
Disseminate information and provide guidance as needed.
Maintain knowledge of department goals and policies across the school/division.
Oversee incoming correspondence and triage items needing attention.
Coordinate outgoing documents requiring President’s signature and approvals.
Proofread and edit documents for President’s approval.

Skills

Excellent writing

Organizational skills

Project management

Communication skills

Attention to detail

Confidentiality

Microsoft Office

CRM proficiency

Education

Bachelor's Degree

Tools

Microsoft Office

CRM systems

Adobe Acrobat

Job description

The Office of the President is seeking a Correspondence & Project Manager to provide project management, correspondence, and briefing support in a fast-paced, highly visible environment. This individual will prioritize, track deadlines, monitor progress and ensure on-time, high-quality deliverables.

The Correspondence & Project Manager will be a skilled writer with a strong appreciation for project management. They will serve as liaison to offices across the institution, working closely with senior leaders, including the Deputy Chief of Staff, Senior Associate Vice President for Leadership Engagement and the Senior Director for Policy Initiatives.

Please note that this position is not eligible for visa sponsorship.

Specific Duties & Responsibilities

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.
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.
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.
Oversee incoming correspondence and requests for President Daniels' attention; triage to other staff as appropriate and prioritize items needing immediate attention.
Manage all outgoing documents and correspondence requiring President Daniels' signature, including obtaining necessary approvals and additional signatures.
Prepare first drafts and proofread and edit documents and office communications for the President's approval and signature.
Track correspondence traffic on important topics and provide reports to leadership.
Serve as office lead for the customer relations management (CRM) system, entering all incoming correspondence for tracking and archiving.

Briefings and Communications

Manage and track briefings for the President's events.
Prepare, edit, format and/or compile briefing and meeting materials for President Daniels, including researching and gathering critical information, and ensure materials are accessible in a timely manner and kept confidential.
Contribute to the research, writing, and editing of documents, presentations, and communications products for internal and external audiences, including materials developed for the President, Chief of Staff, and other senior leaders.

Records

Serve as primary lead for University Archives on all presidential materials.

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.

Preferred Qualifications

Five years of progressively responsible experience providing administrative support.
Strong organizational skills and project management skills.
Strong verbal and written communication skills, along with the ability to manage multiple challenging projects.
Strong attention to detail, accuracy, and organizational skills.

Technical Qualifications & Specialized Certifications

Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level Of Proficiency

Operational Oversight - Advanced
Oral and Written Communications - Advanced
Process Improvement - Advanced
Project Documentation - Advanced
Project Management - Advanced
Report Writing - Advanced
Research and Analytical Skills - Advanced
Workflow Management - Advanced

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Special Knowledge, Skills, And Abilities

Excellent writer with professional business writing skills and excellent grammar and proofreading skills.
Ability to work well at a fast pace, with extremely good judgment, problem-solving, and critical thinking.
Proven aptitude with Microsoft Office applications, including Word (letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), and Outlook, as well as Adobe Acrobat and specialized computer applications such as CRM systems.
Ability to interact effectively with colleagues at all operational levels.
Ability to maintain confidentiality at all times.
Self-motivated and able to work independently in a highly matrixed and complex business environment.
A positive attitude, flexibility, an eagerness to collaborate, and an unerring sense of professionalism.

On Call Or Non-standard Work Hour Requirements