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Job Req ID:  65778

Administrative Specialist

The Center for Communication Programs is seeking an Administrative Specialist  (Depty Project Director). The Administrative Specialist will coordinate and provide high level administrative, operations and knowledge management (KM) services to the Center. 


In such a role, the Administrative Specialist has wide responsibilities include acting as resource for information related to Center’s operations (systems, staff, documentation, activities, concerns, etc.); assisting with Center’s general administrative issues related to event management, space, conference rooms, organizational charges, furniture and equipment dispensation and other related needs; maintenance of KM systems; meeting planning and execution.  In addition, the TBD will be responsible for tracking/reporting on the salary allocation of two Center Units, and the supervision of the Center’s administrative staff. 


Specific Duties & Responsibilities:

  • Center-Wide
    • Serve as organization-wide resource for information related to Center operations.
    • Implement best practices and procedures to support the Center.
    • Schedule and participate in Center’s leadership and management meetings and be responsible for notetaking and follow up.
    • Lead planning, organization, and/or coordination of special center wide initiatives and ensure their smooth implementation.  These include the WorldWide Meeting, SBCC Summit, Town Halls, International Conference on Family Planning, and others as needed.
    • Help CCP’s Global Network with coordination, scheduling, presentations for joint meetings and activities.
    • Prepare, arrange, and coordinate Center’s orientation sessions for new hires.
    • Coordinate CCP’s mentoring program and ensure it happens every year.
    • Serve as point person to liaise with the University related to information technology center wide.
    • Manage, monitor, update center wide databases, i.e., Project Documentation Dashboard, Consultants/Casuals database, Students database and others as needed.
    • Manage center wide mailing list services i.e., all staff, senior field staff, global network, and other center wide mailing list services as needed.
    • Ensure that content on administrative process and procedures in the Center’s intranet is accurate, up-to-date, relevant to the Center’s needs, and is used by staff.
    • As the Center’s authorized University’s corporate cardholder, responsible for procuring, paying and reconciling Center’s small dollar purchases of regularly consumed supplies and services in accordance with the University’s purchasing policies.
    • Supervise Digital Receptionist and administrative staff.
    • Complete at least two JHU training courses related to job duties per year.
    • Track and coordinate submissions to outside ceremonies and global competitions that recognize program excellence.
  • StratCom and Research and Evaluation (R&E) Units
    • In close collaboration with Director/Management staff, monitor and report staff’s salary allocations of the Strategic Communication (StratCom) and Research and Evaluation (R&E) Units.


Minimum Qualifications (Mandatory):

  • Bachelor’s Degree.
  • 5 years in providing high level expertise.
  • Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
  • Ability to work across multiple cultures and countries.


Preferred Qualifications:

  • Awareness of and interest in global public health and development issues.
  • Knowledge of French and/or Spanish language a plus.


Special Knowledge, Skills & Abilities:

  • Expertise with multiple software/platforms (i.e., Google Suite, Adobe Acrobat, Dropbox, OneDrive SAP, CONCUR, Airtable, Word Press, Mural, Zoom), and willingness and able to learn new technology.
  • Exceptional organizational and time management skills.
  • Confidentiality, initiative and tact, mature and independent judgment.
  • Ability to work independently and prioritize work effectively and within established deadlines and time frames. 
  • Attention to detail and accuracy, and ability to multi-task in high-pressure situations.
  • Excellent interpersonal, problem solving and customer service skills.
  • Ability to remain calm under pressure from competing priorities and deadlines.


Supervisory Responsibility:

  • Supervise center wide administrative staff independently.


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 the 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. 


Classified Title: Deputy Project Director
Working Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $51,207 - $70,478 annually (commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30 am - 5:00 pm 
Exempt Status: Exempt  
Location: ​​​​​​​JH at 111 Market Place 

Department name: ​​​​​​​Ctr for Communication Programs CCP
Personnel area: School of Public Health


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


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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. 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 on which campus you will work.  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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JH at 111 Market Place