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Job Req ID:  113373

Administrative Specialist

We are seeking an Administrative Specialist in the School of Medicine Central Finance Office to provide primary executive level administrative support to the Executive Director for Financial Planning and Analysis (ED FP&A) and their direct reports, and secondary scheduling support to other senior leaders in the office as needed. This is an important and highly visible role responsible for calendar management, oversight and coordination of administrative work, and project support for the Central Finance team.


Specific Duties & Responsibilities

  • Daily management of the ED FP&A’s calendar. Prepare for important meetings, presentations, and discussions by gathering critical information on issues.
  • Prepare reports and briefings as necessary.
  • Daily support of the FP&A vertical leaders’ (leadership team) calendars. Prepare for important meetings, presentations, and discussions by gathering critical information on issues.
  • Prepare reports and briefings as necessary.
  • Anticipate needs by prioritizing incoming work to ensure timely and effective resolution; managing a complex calendar; and following up with deadlines, drafts, reminders.
  • Responsible for responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts, and sending meeting reminders and confirmations.
  • Meetings and calls often include multiple senior leaders and may require immediate or urgent turnaround.
  • Anticipate and problem-solve issues and concerns that will affect the leadership team. This work is performed daily and requires flexibility and an understanding of potential shifting priorities.
  • Manage financial responsibilities, such as authorization and submission of purchase requests, reimbursement requests, and processing of monthly executive travel card expenses.
  • Manage all domestic and international travel arrangements and itineraries for the team as needed. Plan travel and keep expenses within budget constraints with a fiscal responsibility to reduce costs where possible. Monitor, track, and report all expenditures per JHU and departmental policies.
  • Support and track various projects and meetings by ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project, and disseminating to participants.
  • Maintain all files and data entry for assigned projects.
  • Facilitate communication with key stakeholders on collaborative projects, meetings, and events.
  • Serve as primary source of information for the FP&A offices’ inquiries; assist visitors and key stakeholders.
  • Responsible for answering questions, providing guidance, and disseminating information as directed by the leadership team.


Secondary Responsibilities

  • Manage communications from ED FP&A and administrative leadership team including preparing first drafts of announcements, letters, and memos.
  • Assist in the creation of reports, proposals, articles, and oral presentations by researching and compiling information, editing for content, quality, and style, and finalizing documents.
  • Other tasks and special projects for the Central Finance Office, including staffing institutional leadership search committees as needed.
  • Execute event planning logistical tasks including event/room reservations, space set-up, RSVP tracking, and on-site as needed.
  • Provide scheduling support for other senior leaders, as needed, in the Central Finance Office.


Reporting Relationship

  • This position reports to the Director of Special Projects in the FP&A leadership team and may be assigned tasks by the manager on occasion.
  • The position will be highly accountable to the needs of their assigned senior leaders.


Special Knowledge, Skills, & Abilities

  • Professional, autonomous, proactive, organized, able to balance competing tasks and priorities.
  • Self-motivated, focused, positive attitude, flexible, professional, and proactive.
  • 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.
  • Ability to take initiative and be proactive on workload and meet deadlines.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Strong organizational skills and meticulous attention to detail.
  • Excellent verbal and written communication skills.
  • Able to be flexible for minimal weekend or evening hours required for time-sensitive issues.


Minimum Qualifications
  • Bachelor's Degree.
  • Five year's experience providing high level expertise.
  • Demonstrated project coordination experience.
  • Proficiency in Zoom, Microsoft Teams, Microsoft Excel, and PowerPoint.
  • Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Experience with reimbursement/accounting software (e.g. SAP, Concur), 

 

 

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,300 - $93,500 Annually ($75,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: 37.50 
Exempt Status: Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM Admin Finance FP&A  
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.
School of Medicine - East Baltimore Campus

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