Administrative Specialist

• Daily management of the Office of the Vice Dean for Research. This decision-making process is performed daily and requires flexibility and an understanding of the vice dean’s work and shifting priorities.
• Anticipate the vice dean’s needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. Proactively resolve issues that may affect the vice dean and the leadership team.
• Prepare the vice dean for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings. Prepare reports and briefings as necessary.
• Manage a complex calendar including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, taking time zone differences into account (for conference calls), resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants (including executives with challenging schedules) and require urgent or immediate turnaround.
• Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and ordering catering. The administrative specialist will also send agendas and other meetings in advance of the meeting, confirm attendance, take minutes, and assume responsibility for monitoring all aspects of projects to completion.
• Schedule conferences, banquets, and other special functions for the vice dean’s visitors. This may require particular sensitivity around the needs and customs of foreign visitors.
• Manage communications from vice dean including formatting correspondence and preparing first drafts of announcements, letters and memos. Also, assist in the creation of reports, proposals, graphs, slides, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents.
• Manage all domestic and international travel arrangements and itineraries for the vice dean including securing visas when required and air, train, shuttle/rental car, and hotel accommodations. Monitor, track, and report all expenditures per JHU and departmental policies. Also, create briefings and folders for each trip that contain important documents and materials related to travel, lodging, airline, shuttle, meeting agendas, conference schedules, etc.
• Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage the vice dean’s travel card expenses in a timely fashion.
• Assist in maintaining vice dean's activities with national societies, research projects and scholarly publications and presentations.
• Searches bibliographic literature and network databases for information; serves as a liaison with other hospital and university groups, vendors and suppliers, government agencies and funding agencies.
• Serve as primary source of information for the Office of the Vice Dean for Research inquiries; assist visitors and key stakeholders. Responsible for answering questions, providing guidance, and disseminating information as directed by the vice dean.
• Screen all phone inquiries for the vice dean. Assist the individuals when appropriate to alleviate the vice dean from handling unnecessary calls and refers international calls to the appropriate person.
• Process all mail received by the vice dean including drafting response letters when appropriate, obtaining background information relating to correspondence where applicable, and deciding when correspondence can be referred to another member of the staff.
• Create and manage database files that will track vice dean's filing and correspondence documentation.
• Foster institutional and external relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the Vice Dean for Research.
• Other tasks and special projects as assigned.

Office of the Dean/CEO Responsibilities

• Provide scheduling and general administrative support for Dean’s departmental reviews. This will include selecting meeting dates, securing hotel accommodations for external reviewers, reserving and preparing conference rooms, and ordering catering.
• Process non-employee travel reimbursements, honorarium payments, and invoices related to the departmental and reappointment reviews.
• Other tasks and special projects as assigned.