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Administrative Specialist

Johns Hopkins University
United States, Maryland, Baltimore
Jan 27, 2025

The Johns Hopkins University is seeking anAdministrative Specialistwho will provide high-level administrative support for the Director and Faculty in the Department, ensuring effective organization and communication while managing a variety of complex tasks. The ideal candidate will demonstrate strong organizational skills, proactive problem-solving, and a high level of discretion and professionalism.

Specific Duties & Responsibilities


Calendar and Meeting Management:

  • Manage the Director's daily and long-term calendar, ensuring timely responses to meeting requests and scheduling conflicts.
  • Coordinate complex meeting logistics, including in-person, hybrid, and virtual formats. This includes securing locations, AV support, and catering services.
  • Resolve scheduling conflicts in advance, considering travel time and meeting priorities.
  • Send meeting reminders, confirmations, and agendas. Record attendance, take detailed minutes, and monitor follow-up actions.
  • Prepare the Director for meetings, presentations, and travel by assembling relevant materials in advance.
  • Draft, edit, and format correspondence, reports, proposals, memos, and presentations to departmental standards.
  • Handle sensitive and confidential materials with the highest level of discretion.
  • Act as a liaison between the Director, Faculty, and other internal and external stakeholders to ensure effective communication and collaboration.
  • Assist in planning and executing departmental events such as seminars, conferences, and special meetings.
  • Serve as a search coordinator for faculty recruitment, managing communications, schedules, and candidate materials.
  • Track the progress of assigned projects, maintaining files, data entry, and monitoring deadlines.
  • Facilitate the faculty annual review process, ensuring materials are organized and submitted on time.
  • Arrange domestic and international travel for the Director and Faculty, including flights, accommodations, transportation, and itineraries.
  • Process travel reimbursements, online payments, purchase orders, and other expense documentation in compliance with institutional policies.
  • Maintain and update the department's website, ensuring accurate and current content.
  • Manage internal communications, including announcements, invitations, and other departmental correspondence.
  • Provide backup support for the Senior Academic Program Coordinator, ensuring continuity of operations when needed.
  • Support departmental faculty and staff on an ad hoc basis, as assigned by the Director.
  • Maintain and foster institutional and external relationships, serving as the main point of contact for various stakeholders.

Knowledge, Skills, and Abilities

  • Self-motivated, focused, positive attitude, flexible, professional and proactive.
  • Can manage competing priorities and work in a complex, fast-paced, demanding environment.
  • Will liaise with people at all levels, including high-level executives, VIPs, and peers.
  • Will be tasked to handle highly confidential and sensitive matters in a discrete and appropriate manner
  • Have strong organizational skills and meticulous attention to detail.
  • May be needed to work flexible hours at times, based on project needs.
  • Excellent verbal and written communication skills.
  • Able to take initiative and be proactive with workload and meet deadlines.
  • Able to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Experience with SAP, Concur, Zoom and Microsoft Teams.
  • On a regular and continuous basis, exercises independent judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs and quality of service both within and external to the Department.


Minimum Qualifications
  • Bachelor's Degree.
  • Five years in providing high level expertise.
  • Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Experience supporting executive professionals.
  • Experience with project coordination and meeting/event planning.
  • Five years of progressively responsible experience in high-level administrative work.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,800 - $94,400 Annually ($70,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F; 37.5hrs
Exempt Status:Exempt
Location:School of Medicine Campus
Department name: SOM Biophy Biophys and Biophys Chemistry
Personnel area: School of Medicine

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

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.

EEOis the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine.The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. 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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