Job Information
Johns Hopkins University Administrative Specialist in Baltimore, Maryland
We are seeking a casual Administrative Specialist which reports to and works directly with the Chair of Medicine. This is a high level position that independently manage projects, develop and maintain positive working relationships internal and external to the school, the University, Hospital, and with all those they personally come in contact with including: University representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), faculty, staff, students, and patients. The person in this position is responsible for confidential and non-confidential communication of all types with the people listed above. The person is responsible for representing the Chair n all business conducted on their behalf for the Department of Medicine. (Note: the Department of Medicine is the largest department in the School of Medicine and has more than +500 full-time faculty, and +3,000 staff.
Specific Duties & Responsibilities
Responsibilities of this position are to oversee the smooth functioning of the Chair of the Department of Medicine’s office, operation and staff coordination, including personnel issues associated with support staff of the Chair’s office and facilitating communication within the rest of the department and other parts of the Hospital (JHH, BMC, etc.) and University (JHU-SOM).
Monitor, evaluate and implement business practices and procedures to support the day-to-day operational needs of the Chair’s office. Oversees and reconciles executive card for Chair related purchases such as travel, entertainment, presentation materials, etc.
Chairs departmental committees as well as staffs various committees for the Chair. Ability to speak publicly and provide presentations as required. Oversees various projects through to completion, requiring broad understanding of issues throughout the department, JHH, SOM and JHM. Serves as a project person and takes on non-routine projects that generally require coordinating between various offices reporting to the Chair.
Supervises other administrative assistant(s) supporting the Chair. Responsible for hiring and firing, performing annual evaluations; establishes priorities when needed; oversees their work (patient care, filing, transcription, billing, etc.). Develop new administrative policies as needed to ensure smooth operation in the office of the chair. Makes decisions and establishes work priorities on essential operations.
Responsible for scheduling for the chair’s calendar and ensures appropriate materials are prepared for the meetings. Responsible for travel arrangements for the Chair. Approves expenditures and reconciles statements for chair’s account. Prepares agendas, background materials and handles logistics for meetings such as retreats, faculty meetings, dignitaries’ visits, etc.
Manage financial transactions involving Chair’s discretionary accounts, reimbursements and service contracts.
Writes responses to Chair’s email/mail and miscellaneous material as requested by the Chair. Reviews all correspondence coming into the office, and edits all going out of the Chair’s office in order to remain current on issues. Forwards information to the appropriate parties. Ensures follow-up as required.
Handles confidential material from inside and outside the department.
Coordinates, writes, edits and distributes Chair’s executive agendas as well as follow up minutes (JHH, JHU executive meetings, etc.). Consults with Vice Chair, Division Chief, faculty, and support staff on agenda items.
Interprets department’s Strategic Plan to faculty and support staff. Organizes and coordinates all aspects of Day of Learning (DOL).
Edits departmental newsletter and website. Writes and/or edits articles, as well as oversees layout and decides material to be included in either of these or other communication formats.
Oversees full-time and part-time faculty annual review process for the Chairman and Dean’s Offices. Will organize materials and insure completion. Organizes, coordinates sponsored research proposals generated by the Chair.
Liaison with Offices of Public Affairs and Planning & Marketing.
Works closely with Department’s Development Office in scheduling visits/events for donors and dignitaries.
Organizes and is responsible for annual faculty/staff holiday celebration.
Other duties as assigned.
Special Knowledge, Skills, & Abilities
The ability to act proactively, independently and exercise good judgment.
The ability to think creatively in order to manage various complex projects and someone who can work with multiple interruptions and still stay on task.
The person must be able to perform duties without direct supervision or guidance regularly.
The position also requires someone with the ability to communicate in a highly professional manner; clearly, appropriately, and effectively with at all institutional levels.
Project management and time management classes are highly recommended.
Outlook, Word, PowerPoint, Excel, and Adobe as well as web-publishing software are all programs to be used or potentially used with this position.
Minimum Qualifications
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.
Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $27.33 - $47.94 HRLY ($40,000 targeted; Commensurate with experience)
Employee group: Casual / On Call
Schedule: varies
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM DOM General Admin Chairmans Offf
Personnel area: School of Medicine
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.