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Job Req ID:  19385

Administrative Specialist


General Summary/Purpose:

This position is responsible for the administrative and project management functions for both the Director of the SNF Agora Institute and the Executive Director for the SNF Agora Institute.  The Specialist will coordinate the schedules of the Director and the Advisor and related briefing materials, draft and edit a variety of written documents, represent the Director and the Executive Director to a wide range of external and internal constituencies, and exercise discretion and judgment in resolution of mission critical day-to-day assignments and requests. The Specialist will also be in charge of project management for a range of different activities across the Institute.. The Specialist will help to create and execute social media strategy for the Institute including coordination with University and KSAS communication teams. This position requires on-site attendance that will include some early mornings and/or late night hours for special events and programming produced by the Institute. Travel to other locations is also required.


Specific Duties & Responsibilities:

  • This position reports to the Director of the Institute and to the Advisor Executive Director. Responsible for overall office management and for SNF Agora Board oversight. Knows the formal and informal departmental goals, standards, policies and procedures including familiarity of other departments within the school/division.  Is sensitive to the interrelationship of both people and functions within the department. Is capable of working in a fast-paced environment and juggling multiple projects at once. Has strong organizational skills.
  • On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
  • This position is responsible for making decisions consistent with a variety of established procedures as well as creating and maintaining procedures and determining work priorities to meet deadlines.
  • Schedules appointments, conducts research for strategic initiatives, and gathers background data in preparation for meetings, speeches, reports and proposals to prepare the Director and the Executive Director for meetings and presentations with the University leadership, faculty, staff and with external partners and groups.
  • Coordinates all business missions and corporate travel for both leaders including reservations, reimbursements, and monthly reconciliation and reporting for travel cards (as needed).  Will also coordinate travel for external parties collaborating with the Institute, including for high level visitors/collaborators.
  • Identifies and briefs the leaders on key issues requiring special knowledge and understanding of programs, initiatives, goals, and objectives beyond day-to-day operational knowledge.
  • Maintains system for organizing and retrieving researched materials and prepared documents.
  • Develops institutional relationships and advises the Director and Executive Director on the best way to communicate with various offices, utilizing sophisticated level of understanding and knowledge of the University and internal relationships.
  • Implements critical and important projects, including developing plans, defining and communicating alternatives, and making recommendations regarding the appropriate courses of action based on thorough understanding and knowledge of desired outcomes and expectations.
  • Facilitates production of management narrative and statistical reports for institutional leadership.
  • Participates in executive team meetings, work groups, and task forces including facilitating discussion for the purpose of developing plans or identifying solutions to problems.
  • Recommends policy and procedural changes to improve operations for the office or for the overall organization.  Manages problem solving, coordination and priority setting as needed for staff members of the Senior Advisor.
  • Oversees event team member including oversight/assistance in production of  variety of public and internal events held by the Institute including but not limited to scheduling, marketing and promotion, coordination with security, catering, AV and other outside vendors, coordination with all relevant university departments.
  • Provides backup for events, communications, social media and the website.
  • Assists with various tasks related to buildout, design and ongoing operations of both interim and permanent facility.
  • Exercises discretion and independent judgment over his/her own work.


Minimum qualifications (mandatory):

  • 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 in an institution of higher education preferred.
  • Five years of experience, preferably in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice

Special knowledge, skills, and abilities:

  • Operates personal computer to access e-mail, electronic calendars, and other basic office support software. 
  • Should be proficient in Microsoft Word, Excel, and PowerPoint, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. 
  • Should be familiar with suite of social media products as well as WordPress.
  • Must have the ability to synthesize, analyze, and critique effectively; be a self-starter; creative/imaginative with excellent organizational skills;
  • A demonstrated ability to address/resolve difficult, multi-faceted problems; excellent oral and written communication skills.
  • Ability to work long and unpredictable hours under pressure and consistently meet deadlines. 
  • Must have strong communication skills
  • Must be comfortable working with senior leadership of the university, senior faculty, leading public intellectuals, world leaders, elected officials (global and national), journalists, and more


Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $50,700 to $69,780 annually
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Exempt  
Location: 01-MD:Homewood Campus 
Department name: 60007752-KSAS - Agora Institute 
Personnel area: School of Arts & Sciences


The successful candidate(s) for this position will be subject to a pre-employment background check.


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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.


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.


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