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Requisition ID:  118266

Administrative Specialist

We are seeking an Administrative Specialist to provide complex administrative, project, and financial support to faculty and administration for the Division of Nephrology. Supports the Division Director by independently managing a variety of projects and possesses an in-depth understanding of the division and its programs. This position exercises independent judgment in carrying out all elements of responsibility, including responding to telephone, in-person, and email correspondences for a wide range of administrative matters. Position is pivotal in assisting the director and administrator in accomplishing the goals, strategies, and initiatives of the division. Works on administrative assignments that require research, initiative, independent discretion and specialized knowledge and abilities. Assists with ad-hoc or special projects as needed. Responsibilities require significant collaboration and coordination with others within and outside of the Division, extensive knowledge about the organization and excellent writing and computer skills.


Specific Duties and Responsibilities

  • Independently provide support with respect to division planning, policy development and strategy development, and make recommendations accordingly to the Division Director and Administrator.
  • Develop, implement, and manage complex administrative systems, policies and procedures, and projects to support the work of the Division Director.
  • Use various software applications, such as spreadsheets, relational databases, and statistical packages to create, compile, manipulate, and/or format data and/or reports
  • Independently manage complex calendars and meeting schedules based 
  • Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
  • Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
  • Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
  • Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, non-employee expense reimbursements
  • Locate and compile information to format and produce reports, graphs, tables, records and other sources of information.
  • Responsible for answering questions, providing guidance, and disseminating information
  • Represent various leadership at meetings and events, as requested
  • Support the recruitment of faculty and other clinicians in the division.
  • Support the development, writing, and preparation of presentations for internal and external audiences
  • Proactively identify and assist with the resolution of administrative problems.
  • Contribute to other tasks and ad-hoc projects as needed, including providing support or guidance to other staff.
  • Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity of other departments in the school/division.
  • Perform other related duties as requested.




Minimum Qualifications
  • Bachelor's degree
  • Five years in providing high level expertise
  • Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.
  • Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.


Preferred Qualifications
  • Outstanding interpersonal and communication skills
  • Excellent writing, editorial and typing skills.
  • Ability to work independently and make decisions exercising excellent judgment, carry out all duties with a high level of professionalism and represent Nephrology to internal and external partners.
  • Ability to handle sensitive and confidential situations.
  • Ability to understand and interpret data from other sources.

 

 

Classified Title: Administrative Specialist   
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 HRLY ($65,000 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 Nephrology   
Personnel area: School of Medicine 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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.
School of Medicine - East Baltimore Campus

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