Administrative Specialist
The Office of Faculty and Research (OFR) at JHU Carey Business School is seeking an Administrative Specialist who will be responsible for coordination, facilitation and implementation of academic and administrative projects in support of the Carey Research Centers and the faculty directors of the Carey Research Centers. The Administrative Specialist will work on administrative assignments that require research, initiative, independent discretion and specialized knowledge and abilities and will assist with ad-hoc or special projects as needed. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge about the organization. This position is based in the Harbor East neighborhood of Baltimore, MD, with some occasional local travel to Washington, D.C. required.
Specific Duties & Responsibilities
- Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities
- Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
- Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
- Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
- Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, non-employee expense reimbursements
- Locate and compile information to format and produce reports, graphs, tables, records and other sources of information.
- Responsible for answering questions, providing guidance, and disseminating information
- Interpret and communicate operating policies.
- Proactively identify and assist with the resolution of administrative problems.
- Contribute to other tasks and ad-hoc projects as needed, including providing support or guidance to other staff.
- Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity of other departments in the school/division.
- Perform other related duties as requested.
Minimum Qualifications
- High school diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.
Technical qualifications and specialized certifications
- Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
- Technical Skills and Expected Level of Proficiency.
- Calendar Management, Advanced
- Financial Administration, Advanced
- Interpersonal Skills, Advanced
- Meeting Coordination, Advanced
- Office Procedures, Advanced
- Oral and Written Communications, Advanced
- Organizational Skills, Advanced
- Report Writing, Intermediate
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: M-F 8:30am - 5:00pm
FLSA Status: Exempt
Location: Hybrid/JH at Harbor East
Department name: Faculty & Research Administration
Personnel area: Carey Business School