Executive Specialist

General Description/ Purpose:

Directly supporting the Vice President, Chief of Staff in the Office of the President (VPCOS), the Executive Specialist works closely with the Deputy Chief of Staff and Executive Assistant to coordinate and facilitate the accomplishment of mission-driven goals, objectives, strategic and tactical initiatives of the VPCOS and Office of the President, as part of a team that delivers high output and high impact work in a fast-paced environment.

This role requiresconsiderable judgment, tact, creativity, and initiative; an ability to create and maintain organizational structures and processes within tight deadlines; an unwavering commitment to service; a positive outlook; and a high level of confidentiality.

The successful candidate will demonstrate independence in his/her work, prioritize effectively, and anticipate the needs of the VPCOS. This position requires exceptional organizational, planning, writing, and interpersonal skills, along with a deep curiosity about the institution, its mission and its people.

The Executive Specialist will partner with the Deputy Chief of Staff, Directors and other colleagues in the Office of the President to ensure the VPCOS is timely and effectively advancing the priorities in her portfolio.

Primary Duties and Responsibilities:

• Track deliverables for programs, initiatives and activities

• Prepare materials for a variety of key meetings and discussions, including briefings, development of agendas and ensuring topics are ready for discussion

• Track and conduct meeting follow up

• Triage and manage information flow and priorities by flagging important action items and timelines and prioritizing and facilitating decision points

• Disseminate information, field questions, and provide guidance to colleagues across the University

• Interface with leadership offices across the university and health system and develop efficient collaboration/coordination among different departments/units

• Prepare first drafts of announcements, correspondence, memos and emails

• Assist with strategic calendar management with consideration of deadlines, goals, and strategic initiatives

• Participate in team meetings, and follow up on action items

• Recommend operational processes and workflows

• Provide additional administrative support to the VPCOS and backup to the Executive Assistant as needed

Minimum Qualifications:

• Bachelor’s degree
• Five years of experience in support of academic, business, research and/ordevelopment activities and operations, providing high level administrative project coordination andsupport
• Additional related experience (i.e. experience in a field related to the VPCOS’s areas of responsibility) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula

Additional Knowledge, Skills and Attributes:

• Excellent written and verbal communication skills
• Excellent and proven judgment
• High level of discretion for confidential information
• High level of attention to detail
• Project management experience
• Demonstrated ability to manage multiple and/or competing priorities with flexibility and initiative
• Capacity for and foresight in managing ahead; highly proactive
• Team player committed to responsiveness, partnership and service
• Some evening and weekend work required

Classified Title:Executive Specialist
Working Title: Executive Specialist
Role/Level/Range: ATP/03/PD
Starting Salary Range:Commensurate with Experience
Employee group: Full Time
Schedule: M-F 8:30 - 5:00
Exempt Status: Exempt
Location: 01-MD:Homewood Campus
Department name: 10000002-President Office of
Personnel area: University Administration

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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