The Executive Assistant to the Dean at the Johns Hopkins University Peabody Institute is a critical role on the Dean’s leadership team. This individual will provide high-level administrative and project support to the Dean of the Peabody Institute facilitating the goals of the division and representing the Dean in a wide range of internal and external contacts at various levels.
This position will exercise independent judgement, maintain a high level of confidentiality, demonstrate initiative, multi-task and manage competing priorities.
This individual will develop an in-depth comprehension of the school and its programs and will support the Dean through a thorough understanding of priorities, internal and external relationships.
Specific Duties & Responsibilities
Manage the Dean’s calendar, scheduling a high volume of appointments and complex meetings both internal and external. Provide background materials for Dean’s daily agenda including travel, special events and group sessions. Organize high-level meetings with multiple constituencies and disseminate corresponding meeting materials, as needed.
Answer and manage incoming phone calls, handling or referring as appropriate. Receive and welcome visitors.
Prepare the Dean for a variety of key/important meetings, presentations, discussions, etc., including researching and gathering critical information and intelligence on issues, creating reports, presentations, preparing briefings, developing and proposing agenda items, conducting necessary follow-ups, and briefing the Dean on the state of affairs, critical points and sensitivities.
Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the Dean.
Keep the Dean on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
Develop institutional relationships to help facilitate the work of the Dean and his office.
Interface with key leadership and leadership offices across the University.
Anticipate and problem-solve issues and concerns impacting the Dean, participate in priority setting as required.
Prepare and format Dean’s correspondence and presentations. Compose routine, and non–routine correspondence and memos, prepare letters and other documents for mailing and distribution. Assist in preparing materials for workshops, conferences and presentations.
Manage all administrative office functions, including budgetary matters. Maintain office records.
Manage/oversee disbursements from Dean’s office and instructional budgets including the Dean’s discretionary fund.
Coordinate the Dean’s travel itineraries and make travel arrangements. Provide expense information and receipts to the business office for the Dean’s expense reports.
Supervise commuting expense reimbursements and hotel reservations for faculty with travel allowances.
Review and allocate P-card transactions on personal card; approve P-card transactions for other employees and departments as assigned.
Other duties as assigned
Project Based Duties:
Leading and coordinating and facilitation of meetings, work groups and or task forces convened by the Dean including presenting and discussing issues and problems related to the Deans office or initiatives.
Provide support for special projects and initiatives (Dean’s incentive grants, Dean’s symposiums including scheduling, correspondence and preparation of agreements, budget oversight and processing of expenses.
Represent the Dean’s office with all commencement activities. Coordinate the Dean’s involvement with the commencement.
Staff various committees as needed and other meetings, including scheduling, catering and logistical arrangements, preparation of agendas, minutes, monitoring of action items and follow up.
Provide analytic capability and project management services in support of strategic initiatives and program opportunities in collaboration with the Dean’s leadership team.
Direct manage and coordinate special projects and assignments such as planning initiatives including but not limited to emerging projects like the campus masterplan initiative, manage socialization efforts, and collaborate across different departments to ensure efficiencies.
Provide oversight and coordination between academic programs and administrative units on key areas requiring cross-departmental coordination.
Work towards resolving problems of significance and criticality, answering questions, providing guidance and disseminating information. Develop institutional relationships, collaborate extensively with a variety of individuals on different matters related to the Deans office.
Review and recommend actions on all incoming requests, complaints and other correspondence to the Dean’s office. Research and investigate the issue with the corresponding functional area, write and oversee correspondence from the Dean when appropriate.
Other duties as assigned.
Minimum Qualifications (Required)
Five (5) years experience 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: 18 graduate degree credits may substitute for one year of experience. 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. *
Five (5) years of experience in providing progressively responsible administrative support with experience working in a fast-paced environment with multiple scheduling responsibilities.
Experience in a professional setting serving a senior-level leader preferred.
Special Knowledge, Skills, and Abilities
The successful candidate will display the following knowledge, skills and abilities:
Outstanding interpersonal, customer service and organizational skills
Ability to effectively communicate and engage across all levels of staff, faculty, and leadership
Excel at using good judgment, maintaining confidential information and multi- task in a dynamic, fast-paced, professional environment
Excellent written and verbal communication skills
Strong attention to detail
Exceptional organization and time management skills ability, ability to work independently and prioritize work effectively within established deadlines and time-frames.
Ability to quickly respond to changing needs and balance competing responsibilities
Significant experience with Microsoft Office products, internet searches, and database systems.
Classified Title: Executive Assistant Working Title:Assistant to the Dean Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: 37.5 hours per week Exempt Status: Non-Exempt Location: 07-MD:Peabody Institute Department name: 10000978-Peabody Institute Personnel area: Peabody
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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.