Administrative Specialist

We are seeking an Administrative Specialist who will manage the and lead the corporate engagement projects for the Office of Corporate & Global Affairs at the JHU Whiting School of Engineering (WSE).

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

Administrative

• Maintain a conflict-free calendar of meetings and appointments and plan travel, ensuring efficient use of time for the Sr Associate Dean and Assistant Dean. Arrange all aspects of travel, including but not limited to airfare, hotel, rental car, and scheduled meetings.
• Provide high-level administrative and project support as requested.
• Schedule and provide guest services for internal and external meetings including campus-wide room reservations and managing catering. Prepare agendas and related materials, attend meetings, take minutes, and monitor follow-ups as requested.
• Triage administrative requests via phone, email, or walk-in. Respond to inquiries independently.
• Assist with coordinating complex projects such as corporate visits or networking events.
• Research and assemble materials for presentations and projects.
• Prepare briefings and documents.
• Arrange travel logistics (domestic and international) and reimbursements through SAP and Concur.
• Manage Zoom account for virtual meetings.
• Conduct Research and prepare corporate background on top corporate relationships. Enter data in Salesforce CRM for the corporate Engagement office.
• Utilize mail merge function to prepare, personalized letters, e-mails, Mailchimp, and phone calls, as appropriate.

Meeting and Event Support

• Support special event planning that includes catering and room reservations.
• Manage event registrations and attendees' lists.
• Work with vendors on all aspects of event coordination including but not limited to printed materials, event set up/breakdown, processing of expenses, reimbursements, travel planning, and catering.

Financial

• Create shopping carts, purchase orders, travel reimbursements, and online check requests in SAP.
• Manage travel and business expense reporting for the Sr. Associate Dean, including reconciling the Sr. Associate Dean’s JHU Executive Travel Card and Office of Corps Engagement Corporate card.
• Submit invoice payments and set up new vendors in Payment Works and SAP.
• Provide support for Pcard allocations and CTBC (travel card) allocations.
• Provide support as a Concur travel delegate for submitting travel reimbursements.
• Process non-travel reimbursements and check requests for members of the Corps Engagement Team.
• Additional duties as assigned.

Projects 

• Lead and manage the Company Internship Outreach project as it relates to building relationships with corporations and companies. This will include reaching out to and creating a database of opportunities for internships for our master’s students.
• Responsible for tracking corporate activities and projects associated with this to include creating company profiles, briefs and measuring activity throughout the year and to create annual reports when need.
• Manage the Engineering in your back yard project which includes creating a list of local engineering firms and creating an outreach plan. Will involve proactive outreach, measuring outcome and creating written materials, managing events and follow up with corporate partners.
• Leverage relationships that are both faculty and alumni connections to enhance the overall corporate portfolio for the Whiting School of Engineering.
• Manage and lead the creation the bimonthly Corporate in your Corner newsletter.
• Working as a liaison with the JHU life learning, WSE Graduate Education and Lifelong Learning (GELL) and other areas for corporate engineering outreach and responsible to working on various projects associated with the Corporate Education partnership.
• Other duties as assigned which will include project management and execution.

Special Knowledge, Skills, and 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 a 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's with WordPress or similar web publishing tools.

• 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 ($75,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: 37.5 hrs/wk, M-F 
FLSA Status: Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Corporate & Global Affairs 
Personnel area: Whiting School of Engineering