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Business Support Specialist

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Dec 5, 2022
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General summary/purpose:

The Business Support Specialist will provide a range of general administrative and operations management support to the Vice President for Global Engagement and Communications Office (GECO), including high level, confidential and professional functions. The Business Support Specialist plays a key role in conserving the VP’s time and focus, and ensuring appropriate communication between the Vice President, key internal and external executives, field operations, and employees. The Business Support Specialist will also provide program management support across the department, including providing administrative and travel support to select teams, supporting departmental meetings, events and activities, managing the Unit’s financial operations, including vendor management, invoice, procurements and contracts and working closely with the VP to develop and manage workplans and budgets.

Specific duties & responsibilities:

Executive Support

  • Provide executive support to the VP of GECO

o Daily calendar management – Microsoft Outlook

o Travel management – international and domestic travel schedules.

o Work closely with the travel agencies to make accommodation arrangements

o Prepare documentation for leadership meetings

Management of day-today activities

  • Manages GECO staff day-to-day activities including calendar management, arranging conference calls and meetings, compiling and disseminating meeting background information and ensuring effective time management
  • Establishes appointment priorities and sets up appointments as appropriate
  • Reviews incoming invitations to determine importance and routing
  • Reviews, analyzes and culls all of incoming material and data and summarizes the content to brief the VP regarding important issues or conflicts as they arise
  • Requests information and actions on behalf of the VP and ensures that these requests are fulfilled efficiently and effectively
  • Composes complex correspondence requiring understanding of Jhpiego’s mission and priorities
  • Manages high level relationships with internal and external global and domestic partners
  • Works closely with the travel office to arrange all local, domestic and international travel, including managing travel agendas and materials, visa requests, and keeping up-to-date with Jhpiego policies for travel and business-related activities
  • Prepares expense reports for reimbursements, reconciling expenses for Sr. GECO staff
  • Manages relationships with vendors and independent contractors and assist in onboarding new vendors in SAP
  • Processes contracts and payments as needed for GECO related budget
  • In VP’s absence ensures that requests for action or information are relayed to appropriate staff members
  • Dealing appropriately with confidential, sensitive and proprietary information
  • Locates, assembles and prepares oral and written presentation material using multiple data sources including designing and produces articles, multimedia presentations, charts, reports, invitations, announcements, etc

General Office Management

  • Performs varied administrative duties requiring knowledge of office routines and an understanding of the organization’s programs, priorities and procedures related to the work of the office
  • Makes improvements in office routines and procedures to increase effectiveness and efficiency
  • Maintains an efficient and effective filing system for all contact information and correspondence
  • Works closely with Finance Administrators to manage the departmental budget
  • Coordinates a variety of mailings, meetings and special events.

Special Skills, Knowledge & Abilities
  • Highly motivated, energetic, independent self-starter with strong service orientation
  • Demonstrated ability to be proactive and work with little direction
  • Highly organized with keen attention to detail and ability to prioritize multiple responsibilities
  • Ability to interact with staff in a fast-paced environment, remaining flexible, proactive, resourceful and efficient
  • Strong oral and written communication skills
  • Proficiency in MS Office with particular expertise in the use of MS Teams, databases/spreadsheets and presentation software
  • Proficient in using Microsoft outlook and scheduling software
  • Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or on-line systems
  • Familiarity with program management software and budgeting systems
  • High level of confidentiality
  • Demonstrated skills and experience at a senior administration level
  • Ability to travel up to 5% of the time domestically and internationally


Minimum Qualifications
  • Bachelor's degree.
  • Five years experience in 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.


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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