Administrative Specialist

We are seeking an Administrative Specialist who will provide complex project and administrative support to the Director of the Division of General Internal Medicine (GIM) as well as acts as coordinator of Faculty Affairs for GIM. This position also provides support for the Associate Administrator, and overall division operations. Represents the division director as appropriate in communicating with faculty, administrators, staff and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed to meet strategic goals and objectives. Interprets operating policies of the University and the Health System to ensures compliance. Acts proactively and independently, exercises good judgment, and thinks creatively to manage projects and continuously improve processes and practices to ensure efficient division operations. Performs duties of a sensitive and confidential nature on behalf of the Director and the division.

Specific Duties & Responsibilities

Administrative Management

• Manage high-profile projects in the Division of GIM. Coordinate major divisional activities and special events including developing program agendas and materials, negotiating and contracting with vendors, recommending and adhering to a budget, identifying and arranging required resources, and coordinating the execution of activities and events.
• Independently manage Division Director’s calendar. Organize high-level meetings with constituencies as required; make appropriate arrangements for meetings, independently compile and prepare materials, confirm meeting details and assist with communication and other details as needed, rank and prioritize meeting requests and response times based on an understanding of Director and division priorities, anticipate and resolve schedule changes and conflicts.
• Coordinate divisional reviews by the Department, including reserving space, helping develop the agenda, coordinating speaker and AV resources, collecting and organizing materials for presentation to reviewers.
• Prepare and edit divisional correspondence including emails, letters, memos, flyers and other correspondence on behalf of the Division Director.
• Assist with preparation of manuscripts and chapters consistent with submission guidelines.
• Maintain and update references using RefMan or similar software as needed
• Provide administrative support for various directors within the division (e.g. clinical directors, research director, program director, and fellowship director) as needed.
• Triage complaints and requests directed to the Director and handle on behalf of the Director as appropriate, and redirect to departmental managers and Administrator as needed.
• Maintain contact with and assist project coordinators for grants and projects for which the Division Director is the PI.
• Assist members of the Grants and Contracts team with preparation of grant applications and ensure smooth implementation and conduct of funded projects.
• Maintain and update divisional list servs for various groups to facilitate effective communication across the division
• Supervise the work of student workers, interns, and other administrative staff as needed.
• Serve as a resource and provide general support to 90+ full-time faculty members, 200+ part-time faculty members and 10-15 fellows
• Liaison with HR Generalist regarding hiring, performance management, payroll, or other HR-related issues
• Responsible for SAP processing of reimbursements, and purchasing and all required monitoring, tracking and reconciliation.

Faculty Affairs Coordination

• Coordinate faculty recruitment activities including arranging interviews/interview days with candidates and interviewers, coordinating itineraries and arranging travel as needed
• Coordinate faculty hiring processes, including academic and clinical appointments in conjunction with the Division Director and the Division Administrator.
• Coordinate the JHH credentialing process for faculty and advanced practice providers, working closely with DOM/JHH/JHSOM credentialing.
• Assist non-citizen hires with the visa process consistent with requirements and in coordination with JHOIS. Conduct orientation (onboarding) of new employees and departure processing (off-boarding) as needed.
• Create, manage and continuously improve internal systems for efficient processing of faculty reappointments and promotions, including twice yearly review of faculty appointments. 
• Schedule meetings and gather and prepare materials for reappointment reviews.
• Coordinate faculty annual reviews for all faculty, including scheduling the appointments and ensuring timely submission of required materials.
• Maintain and update all faculty records using a faculty database in Access for appointments, promotions, leadership training etc. Work closely with the communications specialist and database manager.
• Maintain and ensure continuous updating of Directors CV, and Biosketches.

Grand Rounds

• Work with Division Director to assemble and finalize list of speakers and introducers.
• Distribute availability surveys, make assignments and assign dates, finalize programs and agendas and confirm participants.
• Prior to sessions communicate with presenters and introducers, provide any details needed, gather all information and materials needed to ensure a smooth, professional session.
• Work with CME office to coordinate and arrange credits for eligible sessions and record and track attendance.
• Create and distribute communication to promote attendance across the division.
• Set-up in-person and virtual sessions, brief all speakers and introducers, coordinate all technology needs for session and recording.

Communication Programming

• Collaborate with communication staff to support and advance divisional communication strategy and activities.
• Gather publications report.
• Export active faculty reports to update distribution lists and website.
• Maintain digital screens.
• Distribute announcements.
• Update SYMPA distribution lists.
• Tweet relevant news/publications.
• Photograph events.
• Respond to media relations questions; maintain record of communications and media contacts.
• Ensure consistency in communication by assisting with graphic design questions/requests (logos, Zoom backgrounds, event flyers, brochures, etc.)

Division Support

• Provide back-up support for other key GIM programs, faculty and staff as needed.
• Provide ongoing support to GIM Fellowship Program which may include, but is not limited to, collaborating with the Fellowship Director(s) to ensure program compliance within established accreditation regulations; identifying and responding to specific program needs; implementing policies, activities and action plans; arranging for hospital and university appointments, including clinical credentialing for fellows; providing support/coordination for training grants; advising fellows and fellowship directors on university policies and deadlines.

• 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 ($65,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F; 8:30-5:00 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM DOM General Internal Medicine  
Personnel area: School of Medicine