Administrative Specialist

General Summary/Purpose

The Administrative Specialist is a high level position, which reports to and works directly with the Director of Physical Medicine and Rehabilitation. The Administrative Specialist serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Department Director. Independently manage many projects, develop and maintain positive working relationships internal and external to the school, the University, Hospital, and with all those they personally come in contact with including: University representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), faculty, staff, students, and patients. The ideal individual will have the ability to exercise good judgement in a variety of situations, with excellent written and verbal communication, administrative and organizational skills. This person should have the ability to be proactive, maintain a realistic balance among multiple priorities, work well under pressure, and also have the flexibility as some projects will occur outside the scope of normal business hours. The person is responsible for representing the Director in all business conducted on their behalf for the Department of Physical Medicine and Rehabilitation.

Specific Duties & Responsibilities:

• Responsible for scheduling for the Director’s calendar andensuringappropriate materials are prepared for the meetings. Responsible for travel arrangements for the Director. Approves expenditures and reconciles statements for Director’s account. Prepares agendasandbackground materials,and handles logistics for meetings such as retreats, faculty meetings, dignitaries’ visits, etc.Supportscalendars, travel, and meetings for Vice Chairs.
• Ensuresthe smooth functioning of the Director of the Department of Physical Medicine and Rehabilitation office, operation and staff coordination, including personnel issues associated with support staff of the Director’s office and facilitating communication within the rest of the department and other parts of the Hospital (JHH, BMC, etc.) and University (JHU-SOM).
• Monitors, evaluatesand implementsbusiness practices and procedures to support the day-to-day operational needs of the Director. Oversees and reconciles executive card for Director related purchases such as travel, entertainment, presentation materials, etc.
• Managesfinancial transactions involving discretionary accounts, reimbursements and service contracts.
• Providessupport for departmental committeesand othervarious committees.
• Speakspublicly and provide presentations as required.
• Oversees various projectsfrom inception to completion, requiring broad understanding of issues throughout the department, SOM, JHHSand JHM. Serves as a project person and takes on non-routine projects that generally require coordinating between various offices.
• Supervises administrative assistants. Responsible for hiring,firing, performing annual evaluations; establishes priorities when needed; oversees their work (patient care, filing, transcription, billing, etc.). Developsnew administrative policies as needed to ensure smoothofficeoperations. Makes decisions and establishes work priorities on essential operations.
• Writes responses to email/mail and miscellaneous material. Reviewsincomingcorrespondence and editsoutgoingcorrespondencein order to remain current on issues. Forwards information to the appropriate parties. Ensures follow-up as required.
• Handles confidential material from inside and outside the department.
• Coordinates, writes, edits, scribesand distributes executive agendas as well as follow up minutes (JHH, JHU executive meetings, etc.). Consults with Vice Chair, Division Chief, faculty, and support staff on agenda items.
• Edits departmentallistserves,newsletter and website. Writes and/or edits articles, oversees layout,and decides material to be included in theseandother communication formats.
• Organizesandcoordinates sponsored research proposals generated by the Director.
• Liaisonswith Offices of Public Affairs and Planning & Marketing.
• Works closely with Department’s Development Office in scheduling visits/events for donors and dignitaries.
• Organizes and is responsible for annual faculty/staff holiday celebration.
• Performs miscellaneous relatedduties as assigned.
  

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.

Preferred Qualifications

Supervisory experience.

Experience in a university or medical environment.

Familiar with JHM policies and procedures.

Special Knowledge, Skills, and Abilities

• Ableto act proactively, independently and exercise good judgment.
• Ableto think creatively in order to manage various complex projects.
• Able towork with multiple interruptions and stay on task.
• Ableto perform duties without direct supervision or guidance on a regular basis.
• Mustbe a forward looking thinker who seeks opportunities and proposes solutions.
• Ableto communicate in a highly professional manner,clearly, appropriately, and effectively withothersat all institutional levels.
• Able to maintain confidentiality.
• Proficient withOutlook, Word, PowerPoint, Excel, Adobe, Teams, andweb-publishing software in both MAC and PC.

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, 8:30a-5:00pm/ 37.5 hrs per week
Exempt Status: Exempt
Location:04-MD:School of Medicine Campus
Department name: 10003115-SOM PMR General Administration
Personnel area: School of Medicine

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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