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Job Req ID:  114751

Administrative Specialist

The Data Science and AI Institute (DSAI) is seeking an Administrative Specialist to manage the administrative and operational activities for DSAI and its affiliated and federated centers. This includes the supervision of 3-4 administrative coordinator/Senior Administrative Coordinator positions and a Senior Events Coordinator position. The Administrative Specialist will maintain a high degree of professionalism and confidentiality, taking initiative and exercising independent judgment to resolve issues. This role involves managing day-to-day administrative and project-based activities supporting the DSAI Director(s) and Administrator and ensuring the smooth operation of the institute's projects and events.


Specific Duties & Responsibilities

  • Anticipate needs for the overall effective functioning of offices and administrative team including staffing, recurring events, and space. Problem-solve issues and concerns impacting the institute and centers, prioritizing appropriately.
  • Supervise a team of (Senior) Administrative Coordinators and Events Coordinator in DSAI and its related centers with hire/fire/discipline authority.
  • Train, provide technical support, and administrative direction for administrative and events staff supporting the institute and related centers.
  • Assist with posting and recruitment processes for vacant staff positions.
  • Onboard new administrative staff and provide development coaching and performance management, including goal-setting, mid-year reviews, and annual performance appraisals.
  • Manage overall administrative functions including room reservations, calendaring, travel coordination, purchasing, and front desk duties.
  • Manage overall events support, coordination, and execution.
  • In partnership with the Administrator, define and document standard office policies and processes.
  • Provide comprehensive administrative and project support to the DSAI Director(s), Directors of associated centers, and the department Administrator.
  • Administer and coordinate DSAI academic projects such as short courses, guest speakers, colloquia, and special programs.
  • Manage and coordinate activities around faculty searches.
  • Plan and coordinate special projects and events, including special lectures, retreats, and advisory committee meetings.
  • Manage special projects around donor funded activities.
  • Oversee the administrative tasks necessary for the smooth operation of internally funded projects and financial transactions.
  • Serve as the international employee liaison and manage the visa process for all international appointments.
  • Oversee and approve procurement transactions via SAP and P-Card process.
  • Manage all aspects of the DSAI Seminars and Colloquia, including logistics, advertising, and expenditure tracking.
  • Monitor grant budgets and expenditures, reconcile accounts, and compile reports.
  • Schedule meetings and collaborate with internal and external organizations.
  • Collaborate and liaise extensively with various individuals across JHU.
  • Prepare materials for meetings, educational seminars, training programs, community forums, and conferences.
  • Gather data for reports and prepare various print and web-based publications.
  • Arrange for and manage delegations of international visitors and other special visitors.
  • Assist in program planning and development.
  • Interpret, monitor, and analyze information regarding operating policies and procedures.
  • Project assignments require considerable research, initiative, independent discretion, and specialized knowledge and abilities.
  • Exercise independent judgment in the resolution of administrative problems.
  • Other duties and projects as assigned.


Special Knowledge, Skills, & Abilities

  • Proficiency with WordPress or similar web publishing tool.
  • Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams (email, calendar, and contacts) and internet browsing.
  • Excellent organizational, oral, written and interpersonal skills.
  • Ability to manage high volume of work and multiple priorities.
  • Demonstrate careful judgment, a high level of discretion and the ability to work independently.
  • Ability to maintain confidentiality, behave flexibly, communicate tactfully, and maintain rapport.
  • Quantitative skills to conduct basic analyses and produce summary tables and graphics. Ability to take initiative and exercise independent judgment to resolve administrative problems.
  • Effective team player with excellent interpersonal and public relations skills.
  • Excellent communication skills – written and verbal.
  • Ability to work under pressure and complete tasks to meet deadlines.
  • Ability to take initiative and exercise independent judgment to resolve administrative problems. Good organizational skills.
  • Ability to effectively and appropriately communicate and deal with a wide range of people positively and professionally.


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.

 

 

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F/37.5 
Exempt Status: Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​DSAI Institute  
Personnel area: Whiting School of Engineering 

 

 

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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