Administrative Specialist

We are seeking an Administrative Specialist who will manage the administrative and operational activities for the department of Mechanical Engineering and three related centers. This includes supervision of one administrative coordinator and two senior administrative coordinator positions.

The Administrative Specialist performs all day-to-day administrative activities supporting the Mechanical Engineering Department Head and Administrator. The Administrative Specialist manages all fiscal and non-fiscal activities for the Mechanical Engineering Seminar account and is the main liaison for faculty searches and appointments.

This role manages department activities and programs that involve faculty, students, and staff, along with partnerships with other organizations and communities. Duties will be of a sensitive and confidential nature. This support spans across academic and non-academic activities for the department.

Specific Duties & Responsibilities

• Manage and provide comprehensive project and administrative support to the Mechanical Engineering department Head, the Directors of the associated centers, and the department Administrator.
• Work closely with the Mechanical Engineering Grants and Contracts Manager and Finance team to oversee the administrative tasks necessary for smooth operation of internally funded projects and completion of financial transactions related to department and center activities.
• Anticipate needs for the overall effective functioning of offices and administrative team including staffing, facilities, recurring events, and space. Problem-solve issues and concerns impacting the department and centers, prioritizing appropriately.
• Supervise a team of three Administrative Coordinators in the Mechanical Engineering department and its related centers with hire/fire/discipline authority.
• Train, provide technical support, and provide administrative direction for three administrative staff supporting the department and three Mechanical Engineering centers.
• Assist with posting and recruitment processes for vacant staff positions.
• Onboard new administrative staff. Set, share, and monitor expectations of performance for all administrative staff. Provide career development, coaching, and performance management for staff, including goal-setting, mid-year reviews, and annual performance appraisals.
• Manage processes and staff around overall administrative functions including: room reservations, calendaring, travel coordination, purchasing, front desk duties, etc.
• Initiate and lead regular administrative support staff meetings and professional development sessions.
• In partnership with the Administrator, define and document standard office policies and processes for department.
• Draft, prepare proofread, and edit confidential and sensitive information for signature.
• Independently manage tenure-track and teaching faculty recruitment processes including development and approval of the job post, initiating and maintaining advertising, related Interfolio processes, through the completion of multiple offers and hires.
• Onboard new faculty including processing payroll documents and fielding questions from new faculty members.
• Manage the appointments process for new faculty and postdoctoral appointments including document collection, faculty votes, correspondence with dean’s office, and completion of necessary hiring and payroll processes.
• Manage all appointment renewals, including related salary changes, ensuring completion in a timely manner for faculty and postdoctoral fellows.
• Manage all HR payroll activities for postdoctoral appointments. Prepares all payroll documents, hiring and termination, including ISR’s, EA’s and OMT’s. Independently tracks appointments for terminations and re-appointments.
• Serve as the international employee liaison and manage the visa process for all international appointments to include the communication and coordination with third-party visa sponsors and the Johns Hopkins Office of International Services.
• Oversee and approve procurement transactions via SAP and P-Card process (orders placed, deliveries, shipments, follow-up on status)
• Manage all aspects of the Mechanical Engineering Seminar including coordination of logistics and visiting speakers, oversight of advertising, tracking expenditures, coordinating purchases and supplies, submitting invoices, reimbursements for travel, etc.
• Manage special events for department including special lectures, faculty retreats, staff retreats and social activities, advisory committee meetings, and offsite conferences.
• Schedule meetings and work collaboratively with internal and external organizations to ensure an accurate calendar at all times.
• Collaborate and liaise extensively with a variety of individuals including WSE dean’s office staff, Homewood Academic Council, financial offices, department heads and center/institute directors, and prospective faculty.
• Coordinate and plan department and center related events.
• Prepare materials for meetings, educational seminars, training programs, community forums, and conferences.
• Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble and format data and reports.
• Gather data for reports and initiate preparation for various print and web-based publications.
• Arrange for and manage delegations of international visitors and other special visitors. This diverse set of activities and programs involve faculty, students, staff, and partnerships with other organizations and communities.
• The Administrative Specialist formats power point presentations, publications, and report documents, converts statistical data to charts, tables, and graphs.
• Other duties and projects as assigned.

Special Knowledge, Skills, & Abilities

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

Budget authority

• Mechanical Engineering Seminar account.

• 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: 37.5 hrs/wk, M-F 
Exempt Status: Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Department of Mechanical Engineering  
Personnel area: Whiting School of Engineering