We are seeking an Administrative Specialist who will provide varied administrative support in the Department of Medicine Chairman’s Office 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 above
- Will act as a calendar & in-person office backup for the DOM Administrative Office staff.
- Assist the DOM Communications & Marketing Manager with dispersing communications to the Department of Medicine faculty & staff through social media & email platforms.
- Manage the DOM Chairman’s Office email account, responding to requests & correspondence.
- Generate and maintain active DOM-related lists, including computer tracking, supply order tracking, and updating DOM staff & faculty email lists.
- Assist with escorting visiting faculty, creating/adjusting schedules, and serving as the main contact for catering & supply orders.
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 HS diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications- Photography and/or website maintenance experience / Zoom & Teams working knowledge
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: $55,145 - $96,760 Annually ($75,955 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: 4 days in person, 1 day remote
FLSA Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM General Admin Chairmans Offf
Personnel area: School of Medicine
