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Requisition ID:  117162

Administrative Specialist

The Department of Government, Community & Economic Partnerships is seeking an Administrative Specialist who will be responsible for supporting the Community Engagement and Community Investment teams, representing The Johns Hopkins University and Johns Hopkins Medicine. The position will provide administrative support, including calendar management, event planning and execution, general operations and serve as a primary contact for the teams. The Administrative Specialist will provide project management support, ensuring that programs and events run smoothly. The Administrative Specialist responsibility will include event planning and coordination requiring evening and weekend hours as needed.


Specific Duties & Responsibilities
  • Provide administrative support for staff. This includes responsibility for multiple calendars and scheduling with external offices, including high-level internal and external leaders and officials.
  • Provide support in gathering and organizing team documents, including event information and photos.
  • Provide special events and meeting coordination, including venue selection, logistics, communications, attendee registration and scheduling, and onsite support.
  • Support the GCE office by sitting at the front desk/reception as necessary. This includes welcoming guests and visitors, receiving shipments, and coordinating with the mail room for pickups and deliveries.
  • Support the GCE office by maintaining an ongoing inventory of office supplies and office snacks and placing orders to replenish both as needed.
  • Independently respond to an array of inquiries and requests.
  • Anticipate and problem-solve issues and concerns affecting the teams.
  • Interact effectively with government, community, and business leaders.
  • Develop institutional relationships; collaborate and liaise extensively with a variety of individuals on matters critical to the Team. Interface with key leadership and their offices across the enterprise.
  • Plan travel arrangements as necessary.
  • Handle materials of a highly sensitive and confidential nature.
  • Track and submit reimbursement as appropriate.
  • Performs other duties as assigned.


Additional

  • This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
  • 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.
  • This position may attend meetings and events at locations of the local government and in the community, which requires use of personal vehicle and awareness of personal safety techniques. Some required activities (meetings/events) will occur in locations that are not ADA accessible.


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
  • Ability to work in high-energy, high-pressure environment handling multiple tasks effectively.
  • Ability to interact with government officials, external and internal senior leadership levels.
  • Demonstrated ability to effectively work and communicate with diverse populations.
  • Ability to exercise initiative and good judgment in the timely execution of assigned responsibilities.
  • Excellent oral, written and interpersonal communication skills.
  • Proven organizational skills and attention to detail.
  • Proficiency with Microsoft Office suite.
  • Experience with SAP Concur.
  • Experience with Zoom and Microsoft Teams.

 

 

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday-Friday; 8:30a-5:00p 
Exempt Status: Exempt 
Location: Hybrid/Eastern High Campus 
Department name: ​​​​​​​Community Affairs  
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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