|
We are seeking an
Administrative Specialist who will
provides varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making. Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.
Specific Duties & Responsibilities
- Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
- Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
- Support staff management and team meetings, and provide follow-up on action items.
- Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
- Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
- Assist with planning and conduct of events as needed.
- Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
- Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.
- Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.
- Responsible for answering questions, providing guidance, and disseminating information.
- Interpret and communicate operating policies.
- Proactively identify and assist with the resolution of administrative problems.
- Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.
- Other duties as assigned.
In Addition to the Duties Listed The Administrative Specialist provides
- Administrative support to department Chair, faculty and administrative staff; coordinates and leads special projects and departmental initiatives.
- Collaborates with administrative staff to organize events; coordinates with communications staff for internal communications.
- Coordinates with Dean's office; coordinates and manages faculty appointments and promotions working closely with the Dean's office, the departmental Faculty Development Committee, and the Chair.
- Manages chair's workflow, scheduling, correspondence, travel, and travel reimbursement; supports implementation of departmental strategic plan.
- Coordinates departmental Steering Committee, Community Engagement committee, Innovations committee, and all advisory groups.
- Supports coordination of manuscripts, grant proposals, and records control in the Chair's office.
- Leads special initiatives and projects for the Chair.
Minimum Qualifications
- Bachelor's Degree.
- Four years of progressively responsible administrative experience, with experience working on special projects and assignments.
- Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Ability to manage multiple projects simultaneously
- Ability to develop and maintain relationships with faculty, staff, students, and guests as a reflection of the Chair's office
- Outstanding writing skills
- Experience using of surveying tools: Qualtrix and/or Microsoft Forms
Technical Qualifications & Specialized Certifications
- Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
Technical Skills & Expected Level of Proficiency
- Calendar Management - Advanced
- Financial Administration - Advanced
- Interpersonal Skills - Advanced
- Meeting Coordination - Advanced
- Office Procedures - Advanced
- Oral and Written Communications - Advanced
- Organizational Skills - Advanced
- Report Writing - Intermediate
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs. Classified 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: School of Public Health
Department name: Mental Health Administration
Personnel area: School of Public Health
>
|
Johns Hopkins University
Jun 10, 2026