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Requisition ID:  117928

Finance Projects & Administrative Specialist

We are seeking a Finance Projects & Administrative Specialist who will support the Vice Dean for Finance & Administration (VDFA) in the School of Medicine by providing financial and project management support, ensuring the efficient execution of key initiatives, and overseeing and coordinating administrative functions. The person in this role will work collaboratively across the University to support high-level strategic planning and initiatives within the Office of the VDFA. The role requires the ability to provide detailed project management support and leadership for a variety of initiatives. This leadership includes the ability to prioritize competing demands and foster collaboration among team members and stakeholders to ensure successful project completion within the allotted time frame. They must be able to diligently manage project resources, timelines, budgets, track milestones and deliverables, and produce high-quality written reports and presentations. Additionally, experience or exposure to financial management practices is highly preferred, including familiarity with budgeting, financial reporting, and/or collaborating with finance teams. Candidates with prior involvement in financial processes or supporting financial initiatives are strongly encouraged to apply.


This highly visible role requires professionalism, autonomy, strong organizational skills, and the ability to balance multiple priorities in a fast-paced environment. The ideal candidate must be proactive, detail-oriented, and capable of managing competing tasks while fostering the core values of the Johns Hopkins University School of Medicine.


Specific Duties & Responsibilities


Project Coordination & Operational Support 

  • Serve as a project manager on complex, mission-based projects across the Office of the VDFA.
  • Flex into various roles as needed, sometimes managing projects fairly autonomously, and sometimes supporting and enabling the work other members of the VDFA’s team, or other project managers throughout SOM Finance and Administration.
  • Organize, prioritize, and track project progress to ensure key deliverables and deadlines are met.
  • Support senior staff/leadership with larger, more complex projects as needed.
  • Draft and format correspondence, reports, proposals, and presentations.
  • Support the development and execution of sustainable operational processes, including document storage and workflow efficiencies.
  • Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and arranging catering.
  • Send agendas and other meeting materials in advance of the meeting, confirm attendance, take minutes, and assume responsibility for monitoring all aspects of projects to completion.
  • Organize, prioritize, and track the developmental progress of assigned projects to ensure that project requirements and other project goals are met.
  • Assist in the creation of reports, proposals, graphs, slides, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents.
  • Facilitate communication with key stakeholders on collaborative projects, meetings and events.


Administrative Management

  • Manage a complex calendar for the VDFA, including responding to meeting and call requests promptly, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts, and sending meeting reminders and confirmations.
  • Prepare the VDFA for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings.
  • Prepare reports and briefings as necessary.
  • Manage all domestic and international travel arrangements and itineraries including securing visas when required and air, train, shuttle/rental car, and hotel accommodations.
  • Monitor, track, and report all expenditures per JHU and departmental policies.
  • Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage travel card expenses in a timely fashion.
  • Responsible for answering questions, providing guidance, and disseminating information as directed by the VDFA.
  • Provide administrative support for other members of the Office of the VDFA on an ad hoc basis.


Other Administrative Duties

  • Anticipate needs by prioritizing incoming work to ensure timely and effective resolution and follow up with deadlines, drafts, reminders.
  • Demonstrate responsiveness, critical thinking, and sound judgement.
  • Proactively resolve issues that may affect the VDFA and the leadership team.
  • In coordination with the Director of Special Projects, support administrative workflows as needed to optimize daily operations of the administrative staff within the Office of the VDFA, while promoting a culture of efficiency, communication and teamwork.
  • Foster institutional and external relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the VDFA.
  • Other tasks and special projects as assigned.


Additional Knowledge, Skills and Attributes

  • Self-motivated, focused, positive attitude, flexible, professional and proactive.
  • Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
  • 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.
  • Minimal weekend or evening hours required for time-sensitive issues.
  • Excellent verbal and written communication skills.
  • Ability to take initiative and be proactive with workload and meet deadlines.
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Experience with Zoom, Microsoft Teams, Microsoft Excel and PowerPoint.


Minimum Qualifications
  • Bachelor's Degree in a related field.
  • Five years of related experience including experience with project coordination and meeting/event planning.
  • Experience supporting executive-level professionals.
  • 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.


Preferred Qualifications
  • Exposure to financial management practices including familiarity with budgeting, financial reporting, or collaborating with finance teams.
  • Experience with reimbursement/accounting software (ex. SAP, Concur).

 

 

Classified Title: Project Specialist 
Job Posting Title (Working Title): Finance Project & Administrative Specialist

Role/Level/Range: ATP/04/PD  
Starting Salary Range: $62,900 - $110,100 Annually ($110,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 AM - 5:00 PM 
FLSA Status: Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM Admin Exec Off Gen Administration 
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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