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Job Req ID:  97836

Administrative Specialist

 

About SNF Agora Institute

The SNF Agora Institute, founded in 2017, is a multi-disciplinary academic and public forum dedicated to strengthening global democracy by improving and expanding civic engagement and inclusive dialogue, and by supporting inquiry that leads to real-world change. By building integrated partnerships with scholars, practitioners, students, and the public, we use research to identify and sharpen strategic choices that members of the public and civic and political stakeholders around the world can make to realize the promise of democracy. For more information about the institute, please read SNF Agora’s strategic plan here.

 

 

About the Center on Economy and Society  

The Center on Economy and Society at SNF Agora Institute was launched, with the generous support of the Hewlett Foundation, to foster serious discourse on the future of the American and global political economy. There is wide agreement that many of the frameworks we have built to understand economic life no longer work, faced as they have been with new challenges like the rise of China, the hyper-concentration of economic power in a few small superstar cities, and the dominance of technology platforms that generate enormous profits while remaining largely immune to competition. None of these problems can be understood within the bounds of a single discipline, or within the tradition of one ideological camp. Making sense of the future direction of our political economy will require creating new fora for debate that crosses these lines, and that allows us to go deep in an era characterized by superficial intellectual engagement.

 

A number of programmatic activities have already been launched by the Center, and others are in the planning stages. An ambitious inter-disciplinary undergraduate political economy major will help our students learn about the economy in new ways, developing a broader toolkit than those we gave students in the past. Multiple deep, multi-day convenings will be run each year, bringing together the most serious political economy scholars in the US and the world to address issues where both the ideological frameworks of left and right have become exhausted. We will run two monthly private dinner series in DC, (one focused on domestic economic issues, the other connecting the worlds of political economy and national security) that will bring together academics, policymakers, and think tankers to engage with ideas that will get into the intellectual bloodstream of our governing elites. The Center is also taking the lead on the hiring of three endowed chairs that will help expand the scope of its activities, and we anticipate launching new initiatives led by them.

 

 

The SNF Agora Institute at Johns Hopkins University is seeking a qualified Administrative Specialist to coordinate and oversee the administrative functions of the newly launched Center on Economy and Society within the SNF Agora Institute at Johns Hopkins. 

 

 

Specific Duties & Responsibilities:

  • The Administrative Specialist will plan and coordinate a large portfolio of special events and projects both on-site and externally.  He/she will have a dual reporting relationship to the CES Director and the Deputy Director of the SNF Agora Institute and will be responsible for ensuring the smooth execution of center events and operations.

 

Event Management

  • Planning, coordinating and executing all Center events, including high-level seminars in Washington, D.C. as well as multi-day retreats in various locations throughout the country and various board meetings.
  • Leading event and meeting logistics, researching and securing venues, identifying and sourcing vendors following the Johns Hopkins University procurement and competitive bidding polices.
  • Working with event staff at each venue to ensure smooth execution of event programs, traveling to events and providing onsite staffing for each event, supporting the CES Director and Co-Directors in event-day administrative tasks, representing CES onsite at each event and triaging event day issues.
  • Developing meeting programs and agendas, creating and disseminating materials and visuals for program content, assisting with identifying guest and keynote speakers.
  • Working with the Assistant Director of Finance, SNF Agora Institute to get budget approvals for event expenses, ensuring costs are approved and within budget; managing vendor relationships, working with JHU Purchasing to get vendor contracts signed and invoices processed for payment.
  • Assisting with other SNF Agora Institute events as needed.
  • Must be willing to travel to events to various venues throughout the US.

 

 

Administrative & Project Management

  • Providing project management for various research projects within the center and working with collaborators throughout the institution on publications of research results.
  • Executing strategic initiatives as assigned and implementing critical projects, developing plans and timelines for execution.
  • Managing the workflow of the CES Director and Co-Directors, providing project management of essential tasks, ensuring metrics are met, on-time and responsible parties complete designated tasks.
  • Exercising discretion and independent judgement over his/her own work.
  • Collaborating with external and internal key stakeholders, facilitating relationships and building a network of colleagues with the aim to expand CES collaborations and partnerships.
  • Managing problem solving for day-to-day administrative functions of the center.
  • Working with SNF Agora staff to ensure the Center’s activities are integrated with the activities of the SNF Agora Institute.
  • Overseeing and coordinating with the SNF Agora Institute Communications Director to develop marketing and branding plans for the center, PR / external media outreach plans and website/social media content development.
  • Managing the Board of Advisors, including membership management, meeting organization and mission statement execution.
  • Coordinating the faculty hiring process to include but not limited to, posting job announcements to various job boards, collecting and collating resumes to be presented to CES leadership for review, organizing candidate job talks, scheduling travel and processing reimbursements through CONCUR, assisting SNF Agora Institute staff with the appointment process once candidates are identified.
  • Creating and maintaining special projects schedules and deliverables as assigned.
  • Performing other duties as assigned.

 

 

Finance

  • Processing accounts payable related activities for the center to include, invoice payment, expense reimbursement, supply purchases, etc. for approval by SNF Agora Assistant Director of Finance.
  • Supervising and overseeing Center student workers and processing student payroll in CATS.
  • Processing honoraria payments, employee and non-employee travel reimbursements, ordering supplies and goods and services for center staff and both internal and external collaborators.
  • Coordinating all business travel for center events including making reservations and processing reimbursements through CONCUR for both external and internal partners.  
  • Assisting the Assistant Director of Finance with ensuring center costs are within budget and allowable.
  • Providing additional financial processing support to the Assistant Director of Finance as needed.

 

 

Minimum Qualifications (Mandatory):

  • Bachelor’s Degree.
  • Five years in providing high level expertise.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

 

 

* 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 the 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 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.

 

 

Preferred Qualifications:

  • Experience with special event management.
  • Experience in an academic setting and/or development activities and operations, providing high level administrative oversight, coordination and advice.

 

Special Knowledge, Skills & Abilities:

  • Ability to manage multiple projects and establish priorities using independent judgement and ensuring deadlines are met.
  • Demonstrated interpersonal, organizational, and problem-solving skills.
  • Skill and comfort representing the Director and Deputy Director to a wide range of external and internal constituencies.
  • Ability to work in a fast-paced environment and flexibly handle competing priorities and stakeholders.
  • Skill with creating and establishing workflows and policies for best practices.

 


Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $52,230 - $71,890 ( Commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30-5:00 
Exempt Status: Exempt 
Location: Hybrid/​​​​​​​Homewood Campus 
Department name: ​​​​​​​SNF Agora Institute 
Personnel area: School of Arts & Sciences 

 

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:


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.

 

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

 

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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 accessibility.jhu.edu.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. 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 on 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.

 

Note: Job Postings are updated daily and remain online until filled.

Homewood Campus