Administrative Specialist

We are seeking an Administrative Specialist [for Clinical Operations] who will provide complex project and administrative support to the Clinical Administrator, Department of Medicine (DOM), for Johns Hopkins Hospital (JHH) and the Johns Hopkins University (JHU). This position will also provide administrative support to five Vice Chairs in addition to the Associate Administrator for Clinical Operations and Administrative Director, JHH Inpatient Operations. Represents the Clinical Administrator as appropriate in communicating professionally with faculty, executives, administrators, staff, and external contacts and providing high-level administrative expertise. Interprets operating policies of the University and the Hospital while exercising independent judgment in the resolution of administrative problems.

This position reports directly to the Administrative Manager, DOM Director’s Office, to ensure smooth and efficient functioning for the department as a unit.

Specific Duties and Responsibilities

• Provide high-level administrative support for the Department of Medicine (DOM) for the JHU / JHH, Clinical Administrator.
• Manage high-level projects in the DOM for the Clinical Administrator. Coordination of major DOM activities and social events including developing program agendas and producing publication materials.
• Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents on behalf of the Administrator.
• Manages patient relations cases for DOM. Initial point of contact for cases. Triages to appropriate division, clinic, staff, etc. to oversee responses, compose responses, and see that all cases are closed in the appropriate timeframe.
• Serves on Planning Committee as administrator to include, Clinical/Education Retreat, DOM/WSE Research Retreat and DOM New Faculty Orientation. Secures keynote speakers, coordinates event logistics, programming, registration, awards, etc.
• Provide administrative support as needed for five Vice Chairs and executive committees for the DOM as chaired by the Chairman, Executive Vice Chair and Administrator. This would include calendar scheduling, agendas, meeting material, minutes, etc. for the meetings.
• Coordinate and oversee multiple projects (ie: telephone cost reduction project) including review of all costs incurred, equipment and services needed in order to reduce costs and increase revenue for the department.
• Uses the network and a variety of software programs to create and organize quality graphs, charts, technical documents, tables, spreadsheets, manuscripts and reports needed by the Chairman, Executive Vice Chair or Administrator.
• Oversee administrative coordination of DOM faculty and leadership recruitment efforts as requested by the Administrator.
• Prepares executive level monthly reporting to upper management. Production of multiple reports and summaries that are requested.
• Coordinates performance appraisals for Administrative/Management Staff who report to the Administrator.
• Provide administrative back up to the Chairman’s and Executive Vice Chair offices (i.e. phones, special projects, etc) as necessary.
• Provides screening interview support for open administrative support staff positions within the DOM as requested.
• Prioritize telephone messages left for the Administrator. Triage and direct, calls and messages coming into the Administrator’s Office and handle as appropriate where necessary.
• Coordinate Administrators daily, weekly, monthly, and yearly calendars. Will exercise independent judgment to rank and prioritize meeting requests and time lines.
• Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepares agendas; and prepare and distributes materials. Provide follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of the meeting, prepares handbooks and procedures manuals.
• Track Administrator’s filing and correspondence documentation.
• Maintain confidentiality of documents and files.

Skills and Abilities

• Proficiency in Word, Excel spreadsheets, PowerPoint presentations, e mail communications, Outlook calendar, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, projects, and prioritization skills.
• Ability to operate PC, laser printer, fax, copier, shredder, scanner, and multi-line phone.

• 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.
• Must have the ability to coordinate multi-faceted types of projects and work. Related work experience in medical field, preferred. Excellent organizational skills.

• This is a highly visible position in the Chairman’s suite. We desire a mature, professional individual with good judgment, who will represent the Department well in all interactions and various situations.

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually ($74,100 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F 8:30-5:00 
FLSA Status: Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM DOM General Admin Chairmans Offf  
Personnel area: School of Medicine