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Job Req ID:  114534

Administrative Specialist

We are seeking an Administrative Specialist who will report to the Federal Strategy Operations and Casework Manager. The Administrative Specialist will provide expert support in a fast-paced office and is responsible for administrative, scheduling and logistics support for five Federal Strategy directors. The individual must possess significant technical skills and be comfortable learning new software applications.


This position is part of a team of professionals who together conduct federal government relations activities on behalf of the University and Johns Hopkins Medicine. The team advocates for federal legislative and regulatory action to advance Johns Hopkins' mission of teaching, research and patient care. The Administrative Specialist will help coordinate campus site visits and meetings in D.C. on a variety of topics in collaboration with the directors. The position is based in Baltimore, with travel to Washington, D.C. as needed for team engagements and special events.


Reporting Relationship 

  • Reports to Federal Strategy Operations and Casework Manager.


Specific Duties & Responsibilities

  • Track deliverables for programs, initiatives and activities, including developing administrative processes and workflows to support the Federal Strategy office, including regular interaction with Hopkins Bloomberg Center team.
  • Assist with strategic calendar management with consideration of goals, deadlines and office priorities in a timely and organized manner for the Assistant Vice President, Directors and Assistant Directors.
  • Prepare first drafts of correspondence, memos and emails and disseminate meeting materials, including agendas, pre-read materials, and participant biographies.
  • Manage compliance responsibilities related to lobbying disclosure tracking for Federal Strategy directors.
  • Foster institutional relationships, interface with leadership offices and liaise extensively with a variety of individuals across the University, Health System, and external constituencies (e.g., congressional offices) on matters critical to the Office of Federal Strategy – includes extensive collaboration/coordination among different departments/units.
  • Assist with site visit programming logistics, vendor relations, materials preparation and event execution at all campuses, including the Hopkins Bloomberg Center at 555 Penn in Washington D.C.
  • Interpret and analyze information regarding current operating policies and procedures in preparing and processing invoices, expense reports and other office operations.
  • Manage sensitive and confidential information for high-level executives with discretion and sound judgement.
  • Compose and edit written materials for projects and office programming.
  • Deliver excellent customer service and commitment to responsiveness while managing multiple and/or competing priorities.
  • Help team troubleshoot IT equipment, hardware and software issues, including learning new programs and working with departmental and institutional IT assistance as needed.
  • This position will include some early mornings and/or late-night hours.
  • Perform other duties as assigned.


Knowledge, Skills & Abilities

  • Self-motivated, focused, positive, flexible and proactive professional.
  • Strong interpersonal and communication skills with an ability to establish, collaborative relationships with all levels of constituents through a broad range of interest groups.
  • Should be proficient in Microsoft Word, Excel, and PowerPoint, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
  • Ability to develop, plan and implement short and long-range goals.
  • This position is located in a fragrance-free office environment.
  • This policy is a reasonable accommodation to employees with severe allergies.
  • There are limited physical discomforts due to temperature, noise dust etc.



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.
  • Excellent communication and interpersonal skills.
  • Ability to work independently and as part of a team.
  • High level of attention to detail and discretion with confidential information.


Preferred Qualifications
  • Background in university or academic medical center administration a plus.

 

 

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,300 - $93,500 Annually (Commensurate with experience); Targeted salary=$70,000 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 am - 5:00 pm 
Exempt Status: Exempt 
Location: Hybrid/Eastern High Campus 
Department name: ​​​​​​​Federal Relations  
Personnel area: University Administration 

 

 

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 3-4 days a week

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