Administrative Specialist

We are seeking an Administrative Specialist. The Administrative Specialist is responsible for oversight and coordination of the administrative functions for the Director of the Cancer Center Capital Region. This position independently manages and completes projects as assigned by the Director. Researches and analyzes data in order to develop reports as requested, drafts and edits a variant of written materials for the Director. Represents the Director/Chairman to a wide range of external and internal constituencies; exercises discretion, confidentiality and judgement in resolution of day-to-day problems.

Responsibilities are heavily focused on significant and important project work. Providing non-standard, non-routine, varied, high level administrative expertise. Possesses extensive knowledge about the organization. Has supervisory responsibility of three staff.

Specific Duties & Responsibilities

• Exercises independent judgement in resolution of issues of the day to day operations of the Director’s Office.
• Independently determines work priorities to meet deadlines.
• Independently drafts and edits materials for the Director of the National Capital Region Department of Oncology.
• Plans, organizes and oversees office practices and procedures.
• Represents the Chairman with internal and external constituents.
• Exercises administrative judgement and assumes responsibility for decisions and results impacting the quality of services within functional area.
• Resolves complaints, interprets policies and procedures and coordinates the timely flow of communications.
• Staffs Cancer Center Search Committees i.e. Cancer Center Medical Director Search Committee and Chief Administrative Officer Search Committee. Working extensively with senior faculty, senior leadership, human resources, and Executive Search Firms.
• Coordinates Faculty candidate visits and Visiting Professor visits including travel, hotel accommodations, lectures and itinerary/agendas.
• Liaison with Cancer Center faculty, senior level JHMI leaders, external CEO/Senior level contacts and outside colleagues through correspondence and other communications to coordinate requests.
• Staffs and coordinates Cancer Center Members Meetings, State of the Cancer Center Meetings, Department Faculty Meetings and All Staff Meetings.
• Prepares extensive itineraries and travels arrangements (local and international) for the Director/Chairman.
• Organized and coordinate all aspects of administrative activities associated with effective management of the Director’s office including a very complex and challenging calendar.
• Prepares agenda, background information and handles logistics for all meetings for the Director/Chairman.
• Responds to and directs incoming correspondence.
• Interacts directly with Oncology personnel on faculty and staff issues.

Supervision of Others

• Sr. Administrative Coordinator, 1 Administrative Coordinator and 1 Project Coordinator.

Special Knowledge, Skills & Abilities

• Excellent communication, presentation, and interpersonal skills required. Ability to express ideas clearly and logically and undertake independent problem solving.
• Strong writing, editing, and presentation skills.
• Specific communications skills, such as PowerPoint and Excel for presentations and analyses.
• Ability to interact with diverse groups of people within the institution and from outside agencies.
• Ability to organize and manage multiple competing priorities and to meet deadlines.
• Knowledge of approaches and methods for performance improvement.
• Ability to multitask and build consensus within a complex and diverse organizational structure.
• Possesses strong networking skills to work with outside agencies, advocacy groups, and other related organizations.
• Ability to successfully problem-solve challenges as they arise. Ability to create and develop programs utilizing project management skills.

Minimum Qualifications

• Bachelor's Degree.
• Five years experience providing high level administrative expertise.
• Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $52,230- $71,890- $91,550/Annually (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8a- 4:30pm
Exempt Status: Exempt
*** Location: Hybrid/Washington, DC
Department name: SOM Onc Faculty Admin Support - Clinical
Personnel area: School of Medicine

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees’ health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

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

Accommodation Information

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. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

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.

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