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Job Req ID:  19344

Executive Assistant

 

General Summary/Purpose:

Position serves an important and highly public role in the Office of the Dean of the Whiting School of Engineering, and provides a high level of administrative support to the deanery in a demanding, multi-faceted, fast-paced environment.

 

Specific Duties & Responsibilities:

Performance Management

Manage administrative coordinators within the dean’s office including:

  • Provide ongoing feedback and constructive criticism
  • Conduct Annual Reviews
  • Ensure coverage of the Dean’s office including phone and office coverage
  • Encourage staff development
  • Prioritize and direct work efforts, providing guidance and direction
  • Conflict resolution
  • Motivate for higher collaboration and performance
  • Conduct interviews and make recommendations for hire

 

Executive Support

  • Accurately manage the Dean’s calendar of appointments, meetings, and special events
  • Organize meetings with constituencies as required including:
    • drafting agenda
    • taking/recording and transcribing minutes
    • providing meeting materials
  • Prepare the Dean for key meetings, presentations, discussions, etc., including:
    • Researching, gathering and analyzing data
    • Creating reports, tables, proposals, presentations and speeches
    • Developing correspondence
    • Developing and proposing agenda items
    • Conducting necessary follow-up
    • Briefing the Dean on the statue of affairs, critical points and sensitivities
  • Manage the coordination of special events including but not limited to:
    • room/venue reservations
    • A/V equipment set up and support
    • preparation and distribution of materials
    • catering arrangements and menu selection
    • arrange travel and accommodations
  • Prepare, edit, and send correspondence and packages via messenger and delivery services including FedEx, UPS, etc. as needed for the Dean
  • Oversee incoming correspondence and requests for the Dean’s attention; route matters and correspondence to other staff members as appropriate; prioritize items that need immediate attention.
  • Serve as the first point of contact for all incoming phone calls and mail to the Dean and respond as needed
  • Serve as liaison between the various offices that report to the Dean
  • Coordinate the Dean’s travel plans, itineraries and accommodation arrangements
  • Track and process travel and expense reimbursements via SAP

 

Office Administration

  • Compile/prepare reports, minutes and materials; coordinate and disseminate materials as needed.
  • Ensure a solid understanding and consistent use of the file management systems
  • Ensure files are well organized, maintained and up to date
  • Participate in oversight of records retention
  • Handle photocopying, filing, and faxing as needed
  • Maintain effective and proactive communication with executive staff, deans, board members, administrators and university administration as required
  • Other duties as assigned

 

Minimum Qualifications (Mandatory):

  • Bachelor’s degree.
  • Five years experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
  • Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

 

Special Knowledge, Skills, and Abilities:

  • Effective oral, written and interpersonal communication skills
  • Must be proficient with standard office equipment and software, and able to perform complex internet searches
  • Working knowledge of SAP is highly preferred
  • Requires thorough knowledge of secretarial, office and administrative procedures
  • Must be highly organized with attention to detail and demonstrated ability to prioritize multiple responsibilities
  • Excellent time management skills under pressure to meet various deadlines
  • Demonstrated ability to work independently and use discretion and sound judgment in independent decision-making
  • Ability to maintain confidentiality and professionalism
  • Ability to work independently with minimal supervision
  • High degree of professionalism
  • Must be a self-starter with excellent time management and organizational skills
  • Ability to develop and maintain sound professional relationships among superiors, subordinates and peers

 

Internal and External Contacts:

Exchange information: Senior leadership of the University and their respective staff and a wide range of others including faculty, visitors from government and industry, students and alumni.

 

 

Classified Title: Executive Assistant 
Working Title: Executive Assistant  ​​​​​
Role/Level/Range: ATO 37.5/03/OG 
Starting Salary Range: $22.59 to $31.09 per hour
Employee group: Full Time 
Schedule: M-F 8:30 a.m. to 5 p.m. 
Exempt Status: Non-Exempt  
Location: 01-MD:Homewood Campus 
Department name: 10001468-Office of the Dean 
Personnel area: Whiting School of Engineering

 

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

 

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

 

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.

 

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

 

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

 

Homewood Campus