Executive Assistant

General Summary/Purpose

The Executive Assistant provides expert administrative support and project management for the Office of the Vice Provost for Student Health and Well-Being (VPSHWB). The Executive Assistant must be able to work in a demanding, fast-paced, and collaborative work environment (multiple locations spread across several campuses). This position requires the ability to multi-task, prioritize, be proactive, and practice independent decision-making. This position will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. Position will report to the Director of SHWB Operations.

Specific Duties & Responsibilities

Manage the calendar of the VPSHWB and the Director of SHWB Operations, including meetings, appointments, events; organize meetings as required; prepare the VPSHWB for meetings and presentations, working with other staff and offices to ensure briefing materials are prepared appropriately, include necessary information, and are on time. Be proactive in identifying and resolving scheduling conflicts.

Assist the Director of SHWB Operations with project management for the VPSHWB including but not limited to tracking progress on divisional goals and projects, organizing materials, compiling reports and following up with appropriate personnel.

Record and track agenda items for the VPSHWB’s individual and staff meetings, develop agendas and distribute supporting material as necessary. Take minutes at meetings as necessary and track deliverables.

Coordinate administrative committees and teams, including scheduling, invitations, reminders, meeting logistics (including AV, catering, meeting location, video and teleconferencing set-up, etc.). Coordinate and distribute supporting material as necessary.

Work with University Student Services offices to ensure the Office of the VPSHWB is made aware of student and divisional events in a timely manner; coordinate as appropriate with the Offices of the Provost, President, and Deans of all nine JHU Schools (SOM, SPH, SON, SAIS , KSAS, WSE, SOE, CBS & Peabody).

Work with the VPSHWB and Director of SHWB Operations to plan and implement student events and discussions that may take place during evenings and weekends.

Manage projects, determine priorities, comfortably taking initiative and exercising independent judgment to resolve issues.

Prepare and edit emails, letters, memos, and other correspondence for the VPSHWB working with input from the Director of SHWB Operations. Compile reports and create PowerPoint presentations.

Coordinate travel and itineraries for the Office of the VPSHWB in a manner that promotes the best use of time and promotes efficiency. Prepare travel and accommodation arrangements.

Provide administrative support during student emergencies and crisis. This may require weekend and evening work with little notice.

Initiates procurement transactions and supply orders.

Collects information to assist with budget development and projections.

Minimum Qualifications(Required)

Bachelor's degree.

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. *

Special Knowledge, Skills, and Abilities

Independently applies functional or technical knowledge and has the capability and knowledge base to share technical skills with others.

Concentrates efforts on the most important priorities while effectively balancing the immediate with longer-term tasks.

Represents oneself in a manner consistent with standards for professional and ethical conduct to maintain image and credibility.

Ability to work flexible hours as needed – evenings and weekends.

Capable of sitting for long periods of time and physically able to lift up to 25 lbs.

Experience with outlook calendaring, Excel, PowerPoint, project management/tracking programs and budget process systems. Must becomfortable pulling reports from multiple data sources, systems and databases.

Strong editing skills and ability to communicate clearly in writing and verbally. Ability to manage demanding clients and affiliates.

Classified Title: Executive Assistant
Working Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Hourly Pay Rate Range: $22.59 - $31.09/ Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 8:30am - 5:00pm /37.50 hrs per week
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 60009285-Student Health and Well-Being
Personnel area: University Student Services

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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