Administrative Specialist

General Summary/Purpose

The Administrative Specialist will provide high level administrative and project support to the Special Advisor to the Vice President of Government and Community Affairs and the Local  Government & Community team . This position will coordinate, manage and facilitate the accomplishment of department goals and in a demanding, fast-paced environment. Duties include complex calendar administration involving collaborative relationship building with high level administrative contacts internal and external to Johns Hopkins. Excellent communication, interpersonal and organizational skills required. Specialist must be able to work independently and as part of a team, with a high level of professionalism, attention to detail, and sound judgment. Responsibilities include some evening and weekend events.

Specific Duties & Responsibilities

Maintains Special Advisor’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.

• Prepare materials for the Special Advisor for key/important meetings, presentations, discussions, etc., including researching and gathering critical information and intelligence on issues, preparing briefings, creating reports and presentations, proposing and developing agendas, conducting necessary follow-ups and briefing the Special Advisor on the status of activities, critical points and sensitivities.
• Exercise independent judgment in prioritizing meeting schedules.
• Triage and manage information flow and priorities by flagging important action items and timelines for the Special Advisor.
• Anticipate and problem solve issues and concerns impacting the Special Advisor and the Department.
• Accurately communicate the Special Advisor’s priorities, requests and needs to the central administrative team.
• Develop institutional relationships; collaborate and liaise extensively with a variety of individuals on matters critical to the Department. Interface with key leadership and their offices across the University.
• Manage communications from the Special Advisor, with an understanding of the Advisor’s voice. Compose and edit emails, letters and other correspondence for Special Advisor.
• Assume responsibility for all aspects of planning and executing key events, including site selection, vendor negotiation, registration, pre and post event communications, budget management, travel arrangements and reimbursements along with onsite staffing. 

• Make Travel arrangements and process expense reports for Special Advisor.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Manage information of a sensitive and confidential nature;
• Support office wide general operations as needed as a member of the core department operations team;
• Act as a backup for administrative support for other teams when needed; 
• Support office wide general operations as needed as a member of the core department operations team.
• This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

REPORTS TO:

Government & Community Affairs Specialist with direct responsibilities and accountability to the Special Advisor of Local Government and Community Affairs.

Minimum Qualifications (Required)

Bachelor's degree. 

Five (5)  years in providing high-level expertise.

Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

* 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 the 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. *

Preferred Qualifications

• Five (5) years in providing high-level expertise in supporting of academic, business, research and/or development activities and operations, providing high-level administrative oversight, coordination, and support.

Classified Title: Administrative Specialist 
Working Title: Administrative Specialist  ​​​​​
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $50,700 - $65,000/ Commensurate with Experience
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 am - 5:00 pm/ 37. 5 hrs per week, with weekend and/or evenings as needed 
Exempt Status: Exempt  
Location: 03-MD:Eastern High Campus 
Department name: 10001654-Finance and Administration 
Personnel area: Johns Hopkins University

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 [email protected]. 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.

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