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Job Req ID:  113170

Administrative & Project Specialist, Office of the Dean/CEO

We are seeking an Administrative & Project Specialist, Office of the Dean/CEO who will support the Chief of Staff (CoS)/Senior Advisor to the Dean/CEO. The primary responsibilities of this important and highly visible role will be to oversee and coordinate administrative work and provide project support for the Chief of Staff/Senior Advisor. The administrative and project specialist must be professional, autonomous, proactive, organized, and possess significant project management experience.


Specific Duties & Responsibilities

  • Daily calendar management for the Chief of Staff/Senior Advisor. This decision-making process is performed daily and requires flexibility and an understanding of the CoS’s work and shifting priorities.
  • Facilitate in-person, hybrid, and virtual meetings. Participate in conference calls.
  • Anticipate needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. Demonstrates responsiveness, critical thinking, and sound judgement. Proactively resolve issues that may affect the CoS and the leadership team.
  • Prepare the CoS for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings. Prepare reports and briefings as necessary.
  • Manage a complex calendar including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants and may require urgent or immediate turnaround.
  • Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and ordering catering. The administrative specialist will also send agendas and other meetings in advance of the meeting, confirm attendance, take minutes, and assume responsibility for monitoring all aspects of projects to completion.
  • Organize, prioritize, and track the developmental progress of assigned projects to ensure that project requirements and other project goals are met.
  • Maintain all files and data entry for assigned projects.
  • Support administrative workflows as needed to optimize daily operations of the administrative staff within the Office of the Dean/CEO, while promoting a culture of efficiency, communication and teamwork
  • Facilitate communication with key stakeholders on collaborative projects, meetings and events.
  • Serve as a search coordinator for Dean’s office searches.
  • Manage communications including formatting correspondence and preparing first drafts of announcements, letters and memos. Also, assist in the creation of reports, proposals, graphs, slides, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents.
  • Manage all domestic and international travel arrangements and itineraries including securing visas when required and air, train, shuttle/rental car, and hotel accommodations. Monitor, track, and report all expenditures per JHU and departmental policies. Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage travel card expenses in a timely fashion.
  • Assist in maintaining CoS’s activities with external organizations Responsible for answering questions, providing guidance, and disseminating information as directed by the CoS
  • Provide administrative support for other members of the Office of the Dean/CEO on an ad hoc basis.
  • Foster institutional and external relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the Dean/CEO.
  • Other tasks and special projects as assigned.


Additional Knowledge, Skills & Attributes

  • Self-motivated, focused, positive attitude, flexible, professional and proactive.
  • Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
  • Ability to liaise with people at all levels, including high-level executives, VIPs, and peers.
  • Ability to handle highly confidential and sensitive matters in an appropriate manner.
  • 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.
  • Ability to take initiative and be proactive with workload and meet deadlines.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Experience with SAP, Concur, Zoom and Microsoft Teams.




Minimum Qualifications
  • Bachelor’s Degree.
  • Five years of progressively responsible experience in high-level administrative work
  • Experience supporting executive professionals.
  • Additional related experience may be substituted for required education to the extent permitted by the Johns Hopkins University equivalence formula.
  • Experience with project coordination and meeting/event planning.
  • 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.

 

 

Classified Title: Administrative Specialist 
Job Posting Title (Working Title): Administrative & Project Specialist, Office of the Dean/CEO   
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,300 - $93,500 Annually ($71,890 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 AM - 5:00 PM 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Admin Exec Off Gen Administration  
Personnel area: School of Medicine 

 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/.

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 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.

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.

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.

EEO is 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/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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. 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.
Hybrid: On-site 3-4 days a week

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