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Administrative Specialist

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Jun 28, 2022

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Position Type
Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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The Administrative Specialist provides expert support in the fast-paced and demanding Office of the Dean/CEO in the School of Medicine. The primary responsibility of this important and highly visible role will be to create, manage, and improve administrative processes and workflows for the Professorial Promotions Committee (PPC), Advisory Board of Medical Faculty (ABMF) and Agenda Committee (AC). The Administrative Specialist must possess significant technical skills, including project management and web development experience. S/he/they must also be comfortable with evaluating software applications and learning new programs.

Specific Duties & Responsibilities:

PPC - Professorial Promotions Committee Coordinator

  • Process, manage, and track promotion/appointments applications to the PPC in a timely and organized manner.
  • Reshape the existing online application to streamline the application process for candidates, simplify the candidate evaluation process for referees, automate administrative processes for the promotion committee coordinators, and align the applications of the PPC to the greatest extent possible.
  • Create and disseminate the meeting schedule for the PPC and coordinate meeting logistics. In advance of meetings, send meeting reminders, create meeting agendas, and send meeting materials to participants.
  • Take detailed minutes of PPC meetings, which includes very specific details on a faculty member’s
  • Serve as primary source of information for PPC inquiries. Support department credentialing coordinators and faculty by facilitating trainings in coordination with the Office of Faculty, providing guidance, and creating and disseminating instructional documents.
  • Assist in the creation of reports, proposals, and presentations by collecting, tracking, and analyzing data. As necessary, create/edit materials to disseminate this information, as well as information about the promotion/appointment process.
  • Plan the annual dinner for newly appointed/promoted professors and keep expenses within budget with a fiscal responsibility to reducing costs where possible. Monitor, track, and report all expenditures per JHU and departmental policies.

AC - Agenda Committee Coordinator

  • Manage leadership presentations to the AC meetings and subsequent attendance at ABMF; coordinate all meeting logistics
  • Receive and manage paperwork for Associate Professorial Promotions and Adjunct Appointments
  • Receive and manage paperwork and schedule presentations for Bloomberg Distinguished Professors at ABMF
  • Prepare and distribute agenda materials to the Committee and ensure Dean of the Medical School (chair of the Agenda Committee) has all relevant materials
  • Attend meetings; take minutes and prepare draft minutes
  • Oversee and manage yearly elections of members
  • ABMF - Advisory Board of the Medical Faculty Coordinator

    • Manage leadership presentations at ABMF meetings; coordinate all meeting logistics and that the Dean of the Medical School and JHU Provost have materials to chair the meeting
    • Prepare and distribute agenda materials to Board members, which include all vice deans, department directors and other invited guests
    • Maintain confidentiality of materials to be seen by only Executive Session members
    • Prepare draft remarks for the Dean
    • Attend meetings, take minutes and prepare draft minutes
  • PPC - Excerpt from subcommittee reports and CVs to form minutes for PPC section of ABMF meetings in which the candidates are presented and to form letters to Tenure Advisory Committee (TAC) and the President/Board of Trustees (BOT)
  • Write summaries of Associate Professor presentations, excerpting the oral presentations, director’s nomination letter and CV
    • Prepare and send letters to President’s Office for approved PPC candidates to be sent to Board of Trustees (BOT)
    • Prepare and send congratulatory letters to approved Assistant and Associate Professors
    • Maintain official minutes in Minute Books
    • Prepare and send congratulatory letters to approved Professors after BOT votes; share approvals with Registrar’s office
      Serve as the office’s technical expert and mentor when new software is implemented or released.
    • Foster institutional relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the Dean/CEO.
      Interpret and analyze information regarding current operating policies and procedures. Recommend new processes/procedures to maximize workflow.
    • Other tasks and special projects as assigned.
    Minimum Qualifications (Mandatory):

    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. 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for 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:

    This position requires a bachelor’s degree and five years of progressively responsible experience in project management and high-level administrative work.

    In exceptional cases, additional related experience may be considered in lieu of degree to the extent permitted by the JHU equivalency formula.

    Special Knowledge, Skills, and Abilities:

    • Self-motivated, focused, positive attitude, flexible, professional and proactive
    • Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment
    • Experience with project management and meeting/event planning
    • Ability to liaise with people at all levels, including high-level executives, VIPs, and peers
    • Ability to handle highly confidential and sensitive matters in an appropriate manner
    • Strong organizational skills and meticulous attention to detail
    • Available to attend meetings and events outside of regular working hours
    • Excellent verbal and written communication skills

    Classified Title: Administrative Specialist
    Working Title: Administrative Specialist
    Role/Level/Range: ATP/03/PC
    Starting Salary Range: $51,210 - $70,480/ Commensurate with Experience
    Employee group: Full Time
    Schedule: M-F 8:30 am - 5:00 pm
    Exempt Status: Exempt
    Location: 04-MD:School of Medicine Campus
    Department name: 10002561-SOM Admin Exec Off Gen 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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

    Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

    The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

    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.

    Note: Job Postings are updated daily and remain online until filled.

    Equal Opportunity Employer

    All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

    EEO is the Law
    Learn more:
    https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf


    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 at jhurecruitment@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.

    Equal Opportunity Employer
    Note: Job Postings are updated daily and remain online until filled.

    EEO is the Law
    Learn more:
    https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
    Important legal information
    http://hrnt.jhu.edu/legal.cfm
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