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Requisition ID:  118791

Administrative Specialist

The Department of Neurology is seeking an Administrative Specialist to support the BIOS CTCC (Clinical Trials Coordinating Center), which manages multi-center, 20+ million dollar federally funded clinical trials and multiple site-specific pharmaceutical sponsored trials. This position provides support to division leadership. The Administrative Specialist provides 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.


This position serves as the main administrative support and provides project coordination for the division directors of BIOS CTCC. This individual, under limited supervision, provides executive administrative support, works independently to manage projects and tasks of the division directors. The position is responsible for confidential and non-confidential communication with university representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), public and private business entities, faculty, staff, students, and patients. Confidentiality and professionalism must be maintained, along with the ability to manage multiple tasks with competing priorities and timelines and build positive working relationships with internal and external clients/contacts. Duties require comprehensive knowledge of organizational policies and operations and the ability to resolve complex administrative problems independently. Organizational coordination is required for high-volume consultation activities and speaking engagements, international trial leadership activities, NIH supported networks, and ICTR research center activities.


We are looking for a resourceful individual with good problem-solving skills, organization skills, and the ability to prioritize tasks. We value interest in continuous learning of new competencies to excel at the position and flexibility to work independently and as part of a team.


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.
  • Staff management and team meetings, and 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 members.
  • 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.
  • Perform other duties as requested.



Technical Qualifications and Specialized Certifications

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


Technical Skills and 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


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.

 

 

Classified Title: Administrative Specialist  
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F 8:30 am - 5:00 pm 
FLSA Status: Exempt 
Location: Hybrid/School of Medicine Campus  
Department name: SOM Neuro BIOS   
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.

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/.

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.
Hybrid: On-site 1-2 days a week

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