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Job Req ID:  115092

Administrative Specialist

The SNF Agora Institute at Johns Hopkins University is seeking a qualified Administrative Specialist to coordinate and oversee the administrative functions of the Center for Economy and Society (CES) within the SNF Agora Institute at Johns Hopkins. While the candidate will report directly to the CES Director, they will collaborate closely with staff in the SNF Agora Institute and be responsible for ensuring the smooth execution of center events and operations. Candidate will be required to work in person 3-4 days per week.


About SNF Agora Institute and the Center for Economy and Society

The SNF Agora Institute, founded in 2017, is a multi-disciplinary academic and public forum dedicated to strengthening global democracy by improving and expanding civic engagement and inclusive dialogue, and by supporting inquiry that leads to real- world change. By building integrated partnerships with scholars, practitioners, students, and the public, we use research to identify and sharpen strategic choices that members of the public and civic and political stakeholders around the world can make to realize the promise of democracy.

Within the Institute, the Center for Economy and Society is a multidisciplinary research and teaching initiative dedicated to reinvigorating debates about politics, economics, society and culture and identifying new possibilities for change. CES aims to establish itself as an intellectually diverse hub for cutting-edge political economy research and teaching. By facilitating engagement across a spectrum of views, CES aspires to serve as a wellspring for pioneering research and pedagogy that pushes the boundaries of political economy discourse.


Specific Duties & Responsibilities

  • Planning and coordinating a large portfolio of special events and projects both on-site and externally.

  • Executing strategic initiatives as assigned and implementing critical projects, developing plans and timelines for execution.

  • Working with CES leadership, staff, and SNF Agora staff to ensure the Center’s activities are integrated with the operations of the SNF Agora Institute.


Administrative & Project Management

  • Managing the workflow of the CES leadership, providing project management and administrative support of essential tasks, ensuring metrics are met, on-time and responsible parties complete designated tasks.
  • Providing insight and recommendations to CES leadership team that supports its strategic objectives and goals.
  • Working with CES leadership team to identify and develop efficient systems and processes for implementation of all CES activities.
  • Exercising discretion and independent judgement over his/her own work.
  • Collaborating with external and internal key stakeholders, facilitating relationships and building a network of colleagues with the aim to expand CES collaborations and partnerships.
  • Coordinating and managing all domestic and international travel arrangements and itineraries with approved Johns Hopkins University travel agents and policies as needed.
  • Managing problem solving for day-to-day administrative functions of the center.
  • Overseeing and coordinating with the SNF Agora Institute Communications team to develop marketing and branding plans for the center, PR / external media outreach plans and website/social media content development.
  • Assisting the SNF Agora Finance team with ensuring center costs are within budget and allowable.
  • Supervising and overseeing Center student workers and approving their time in TimesheetX.
  • Processing and tracking of monthly executive corporate card expenses through CONCUR.
  • Creating and maintaining special projects schedules and deliverables as assigned.
  • Performing other duties as assigned.


Program Planning and Coordination

  • Planning, coordinating and executing all Center events, including high-level seminars in Washington, D.C. as well as multi-day retreats in various locations domestic and internationally.

  • Leading event and meeting logistics, researching and securing venues, identifying and sourcing vendors following the Johns Hopkins University procurement and competitive bidding polices.

  • Working with event staff at each venue to ensure smooth execution of event programs, traveling to events and providing onsite staffing for each event, supporting the CES Director and Co-Directors in event-day administrative tasks, representing CES onsite at each event and triaging event day issues.

  • Developing meeting programs and agendas, creating and disseminating materials and visuals for program content, assisting with identifying guest and keynote speakers.

  • Working with the SNF Agora Institute finance team to get budget approvals for event expenses, ensuring costs are approved and within budget; managing vendor relationships, working with JHU Purchasing to get vendor contracts signed and invoices processed for payment.

  • Assisting with other SNF Agora Institute events as needed.

  • Must be willing to travel to events to various venues throughout the US.



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.




Preferred Qualifications
  • Experience with special event management.
  • Experience in an academic setting and/or development activities and operations, providing high level administrative oversight, coordination and advice.
  • Ability to manage multiple projects and establish priorities using independent judgement and ensuring deadlines are met.
  • Demonstrated interpersonal, organizational, and problem- solving skills.
  • Ability to handle highly confidential and sensitive matters in an appropriate manner.
  • Ability to work in a fast-paced environment and flexibly handle competing priorities and stakeholders.
  • Skill with creating and establishing workflows and policies for best practices. 

 

 

Classified Title: Administrative Specialist   
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $74,100 - $94,400 Annually (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F, 8:30-5:00 
Exempt Status: Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​SNF Agora Institute  
Personnel area: School of Arts & Sciences 

 

 

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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