Administrative Specialist

General Summary/Purpose

Responsible for the supervision and management of the administrative functions of the Office of the Chairman for the Department of International Health with a heavy focus independent important project work on behalf of the department. Provide non-standard, non-routine, varied, high level administrative expertise. Supervise support staff and provide leadership across the department on various administrative functions.

Specific Duties & Responsibilities

• Serve as liaison to the Chairman for departmental faculty, staff, and students.
• Represent department and Chairman in communications with international, governmental, and outside agencies.
• Staff the departmental Faculty Appointments and Promotions Committee, communicating, advising faculty, and administrative staff on sensitive issues and of changes in faculty promotion policy.
• Responsible for preparing and processing all faculty appointments and promotions material from inception at the Department level for forwarding to the School/University for approval.
• Responsible for a variety of significant and important projects that require considerable research, initiative, independent discretion and specialized knowledge and abilities.
• Maintain on a monthly basis an extensive database of confidential, pertinent faculty information to track faculty reappointment/promotion needs and generate reports from database as needed for faculty and department staff.
• Supervise and lead administrative staff person.
• Update designed matrix which provides direction for administrative staff and faculty to assist with the compilation of promotion materials.
• Prepare and edit presentation materials for the Chair.
• Compile, edit, and submit manuscripts, reports, correspondence including determination of the journal style requirements via web and ensuring compliance in the submission of manuscripts.
• Maintain electronic calendar for Chairman.
• Oversee extensive travel itineraries including international travel.
• Plan and coordinate large international conferences including arranging travel and hotel accommodations for foreign participants. This includes organizing all aspects of conferences including location, audiovisual needs, and catering.
• Work on complex high profile assignments assigned by Chair.
• Assist with problem resolution on administrative issues.
• Perform miscellaneous related duties and projects as needed.

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 theJHU Equivalency Formula: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

Master’s degree. Supervisory experience.

• In exceptional cases, additional related experience, i.e., experience in field for which the executive to whom this position reports to is responsible, may be considered in lieu of degree to the extent permitted by the JHU equivalency formula.

Special Knowledge, Skills, and Abilities

• Advanced working knowledge of Microsoft Word, Excel, and PowerPoint software in windows operating system environment. Working knowledge of other Microsoft Office software including Outlook and Excel in windows operating system environment.
• Must be able to work independently highly confidential and sensitive information, and have excellent organizational skills.
• Exchanges non-routine information using tact and persuasion as appropriate requiring excellent oral and written communication skills.
• On a regular and continuous basis: exercises administrative judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the Department.
• Must be able to type a minimum of 60 wpm, develop and use spreadsheets and databases.
• Familiar with using computer, scanner, and photocopier.
• Excellent written and verbal communication skills required as this position will work with internal and external contacts such as BSPH Dean's Office personnel, Department Committees, faculty, staff, and students, International and governmental agencies Internal and External Vendors (coordination of conferences, etc.).
• Must be able to multi-task as position takes general direction from Department Chair but needs to carry out day to day duties, responsibilities, and work with little to no supervision or oversight.

Supervises one full time Administrative Coordinator position.

Classified Title: Administrative Specialist
Working Title: Administrative Specialist ​​​​​
Role/Level/Range: ATP/03/PC
Starting Salary Range:$50,700 - $69,780/ Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 8:30 am - 5:00 pm / 37. 5 hrs per week
Exempt Status: Exempt
Location: 05-MD:School of Public Health
Department name: 10001133-International Health Administration
Personnel area: School of Public Health

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 atjhurecruitment@jhu.edu. 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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