Administrative Specialist

We are seeking an Administrative Specialist who will provide expert support for the Office of the Vice Dean for Faculty, Bloomberg School of Public Health (BSPH). The primary responsibilities of this important and highly visible role will be to support and coordinate key activities for the vice dean for faculty, particularly support for activities related to faculty success. The administrative specialist must be professional, autonomous, proactive, organized, and possess project management experience. Project responsibilities comprise the majority of the role's responsibilities.

Specific Duties & Responsibilities

Office of the Vice Dean for Faculty Responsibilities

• Daily management of the Office of the Vice Dean for Faculty. This decision-making process is performed daily and requires flexibility and an understanding of the vice dean's work and shifting priorities.
• Anticipate the vice dean's needs and ongoing responsibilities by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. Proactively resolve issues that may affect the vice dean and the leadership team.
• Prepare the vice dean for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings. Prepare reports and briefings as necessary.
• Manage a complex calendar including responding to meeting and call requests in a timely manner, resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants (including executives with challenging schedules) and require urgent or immediate turnaround.
• Serve as primary source of information for the Office of the Vice Dean for Faculty inquiries; assist visitors and key stakeholders. Responsible for answering questions, providing guidance, and disseminating information as directed by the vice dean.
• Manage communications from vice dean including formatting correspondence and preparing first drafts of announcements, letters and memos. Also, 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
• Supervise student workers and potentially one staff position as needed.

Specific Project duties under Vice Dean for Faculty

• Staffing faculty senate needs including logistics for monthly meetings, coordinating elections, producing and maintaining meeting minutes and information dissemination, drafting announcements, providing subcommittee administrative support.
• Administratively lead the school's new faculty ranking structure and multiple projects resulting form the changes in faculty ranks. Including: reporting of data, oversight in BSPH's Faculty Information Systems and Interfolio.
• Developing content and managing faculty office web and Sharepoint sites.
• Coordinate the school's annual faculty leadership training program.
• Organize the announcement, organization and evaluation of the school's twice-yearly early career faculty writing retreats.
• Organize the announcement, organization and evaluation of the faculty biannual "writing accountability groups."
• Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and ordering catering. The administrative specialist will also send agendas and other meetings in advance of the meeting, confirm attendance, take minutes, and assume responsibility for monitoring all aspects of projects to completion.
• Develop and Maintain faculty orientation materials (sharepoint and courseplus websites) and facilitate new faculty engagement with orientation materials.

Other duties

• Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements in a timely fashion.
• Assist in maintaining vice dean's activities with national societies, research projects and scholarly publications and presentations.
• Serve as primary source of information for the Office of the Vice Dean for Faculty inquiries; assist visitors and key stakeholders. Responsible for answering questions, providing guidance, and disseminating information as directed by the vice dean.
• Assist Vice Dean of Faculty with research as assigned.
• Other tasks and special projects as assigned.

Special Knowledge, Skills & Abilities

• Self-motivated, focused, positive attitude, flexible, professional and proactive.
• Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
• Experience with project management and meeting/event planning.
• 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.
• Available to attend meetings and events occasionally outside of regular working hours.
• Excellent verbal and written communication skills.

• 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.

• Multiple years in providing high level expertise.

Classified Title: Administrative Specialist
Job Posting Title (Working Title): Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,800 - $94,400 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday to Friday: 8:30am - 5:00pm
FLSA Status: Exempt
Location: Hybrid: On-site 3-4 days a week
Department name: 10001017-Graduate Education and Research
Personnel area: School of Public Health

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 [email protected]. 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.