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Job Req ID:  112651

Administrative Specialist

We are seeking an Administrative Specialist who will provide expert support in the fast-paced and demanding Office of the Dean/CEO in the School of Medicine. The primary responsibility of this important and highly visible role will be to create, manage, and improve administrative processes and workflows for the clinical excellence promotion committee (CEPC). The Administrative Specialist must possess significant technical skills, including project management and web development experience. S/he/they must also be comfortable with evaluating software applications and learning new programs.

Specific Duties & Responsibilities
  • Develop administrative processes and workflows to support the newly established clinical excellence promotion committee.
  • Process, manage, and track promotion/appointments applications to the CEPC in a timely and organized manner.
  • Reshape the existing online application to streamline the application process for candidates, Simplify the candidate evaluation process for referees, automate administrative processes for the promotion committee coordinators, and align the applications of the Professorial Promotions Committee (PPC), CEPC, and APPC to the greatest extent possible in collaboration with respective administrative leads.
  • Create and disseminate the meeting schedule for the CEPC and coordinate meeting logistics.
  • In preparation for meetings, send meeting reminders, create meeting agendas, and send meeting materials to participants.
  • Serve as primary source of information for CEPC inquiries.
  • Support department credentialing coordinators and faculty by facilitating trainings in coordination with the Office of Faculty, providing guidance, and creating and disseminating instructional documents.
  • Assist in the creation of reports, proposals, and presentations by collecting, tracking, and analyzing data.
  • As necessary, create/edit materials to disseminate this information, as well as information about the promotion/appointment process.
  • Plan the annual reception for newly appointed/promoted associate professors and keep expenses within budget with a fiscal responsibility to reducing costs where possible.
  • Monitor, track, and report all expenditures per JHU and departmental policies.
  • Manage financial responsibilities stemming from the promotion committees, such as
  • Submission of purchase orders and processing invoices for catering.
  • Serve as a back-up to the PPC and APPC coordinators as needed.
  • Serve as secondary back-up to support the Advisory Board of the Medical Faculty (ABMF) and the Agenda Committee to the ABMF in partnership with the Administrative Specialist who currently manages the meetings.
  • Serve as the office’s technical expert and mentor when new software is implemented or released.
  • Foster institutional relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the Dean/CEO.
  • Interpret and analyze information regarding current operating policies and procedures.
  • Recommend new processes/procedures to maximize workflow.
  • Serve as search coordinator for institutional leadership searches when required.
  • Other tasks and special projects as assigned.

Additional Knowledge, Skills & Abilities
  • Self-motivated, focused, positive attitude, flexible, professional and proactive.
  • Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
  • Experience with project management and meeting/event planning.
  • Ability to liaise with people at all levels, including high-level executives, VIPs, and peers.
  • Ability to handle highly confidential and sensitive matters in an appropriate manner.
  • Strong organizational skills and meticulous attention to detail.
  • Available to attend meetings and events outside of regular working hours.
  • Excellent verbal and written communication skills.
  • Experience with Zoom, Microsoft Teams, Microsoft Excel and PowerPoint.


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.

 

 

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: Min $53,300 - Max $93,500 Annually ($73,400 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 AM - 5:00 PM 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: SOM Admin Exec Off Gen Administration  
Personnel area: School of Medicine 

 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/.

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 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.

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.

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/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 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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