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Administrative Specialist

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Date posted
May 30, 2023

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Position Type
Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

GENERAL DESCRIPTION


The Administrative Specialist is responsible for assisting and supporting the State Affairs team at JH Eastern and Annapolis offices. The State Affairs team is responsible for representing the institution in its advocacy efforts to the Maryland General Assembly and liaising with the State Government. In addition to the Administrative Specialist, the team consists of 3 full-time and two part-time members. The position will provide the team with administrative support, including calendar management, travel logistics, general operations and serve as the primary phone contact. Additionally, the Specialist will research, draft and edit documents. The position also has key roles in cross-department project work.

As a key member of the State Affairs team, the Admin Specialist has significant responsibilities leading up to and during the annual Maryland State Legislative Session. From January through April each year, the pace of work increases significantly and evening and weekend hours are possible. During this time, the position is required on site in the Johns Hopkins team office in Annapolis. Support includes assisting with the review of the daily synopses to identify legislation with impact to Johns Hopkins as an institution as well as its priorities; monitor relevant legislation; and assist with the preparation and distribution of legislative testimony; and management of the Annapolis office.

RESPONSIBILITIES

  • Provide administrative support for staff. This includes responsibility for multiple calendars and scheduling with external offices, including high-level officials and dignitaries.
  • Provide editorial support including drafting, copyediting and proofreading team documents.
  • Draft briefing documents, which can include talking points intended for senior staff, leadership, and administrators.
  • Attend or watch briefings and prepare notes to share with the State Affairs team.
  • Prepare materials for key meetings or other interactions. Preparation may include researching and gathering critical information on issues; preparing briefings; creating reports and presentations; proposing and developing agendas; conducting necessary follow-ups. Briefing the team on the status of activities, critical points and sensitivities.
  • Provide legislative support during the 90-day Legislative Session of the Maryland General Assembly; This includes assisting with the review the daily synopses to identify legislation with impact to Johns Hopkins as an institution; monitor relevant legislation; assist with the preparation and distribution of legislative testimony; and management of the Annapolis office.
  • Monitor and maintain the legislative database during the Legislative Session to track and submit testimony for the team during legislative session.
  • Independently respond to an array of inquiries and requests.
  • Anticipate and problem-solve issues and concerns affecting the team.
  • Interact effectively with government, community, and business leaders.
  • Develop institutional relationships; collaborate and liaise extensively with a variety of individuals on matters critical to the Team. Interface with key leadership and their offices across the enterprise.
  • Plan travel arrangements and prepare State Affairs team members.
  • Provide special events and meeting coordination, including venue selection, logistics, communications, attendee registration and scheduling, and onsite support.
  • Regularly update and review for accuracy all mailing lists, especially those that involve government officials and ensure proper protocol is followed in all contacts with elected officials.
  • Assist with lobbying disclosure questionnaire and required reporting.
  • Disseminate appropriate confidential information including reports, legislative policies and regulations.
  • Handle materials of a highly sensitive and confidential nature.
  • Management of Annapolis Office, including ordering supplies, coordinating deliveries, maintaining inventory, and other related responsibilities.
  • Track and submit reimbursement as appropriate.
  • Performs other duties as assigned.


Minimum Qualifications
  • Bachelor's Degree and at least five years’ experience in providing high level administrative support.
  • Additional related experience may substitute for required education to the extent permitted by the JHU equivalency formula.
  • Experience in Maryland State government relations and/or public affairs.
  • Proficiency with Microsoft Office suite.
  • Proven organizational skills and attention to detail.
  • Excellent oral, written and interpersonal communication skills.
  • Ability to read, track, review and monitor legislation.
  • Ability to exercise initiative and good judgment in the timely execution of assigned responsibilities.
  • Demonstrated ability to effectively work and communicate with diverse populations.
  • Ability to interact with government officials, external and internal senior leadership levels.
  • Ability to work in high-energy, high-pressure environment handling multiple tasks effectively.


Preferred Qualifications
  • Proofreading and copyediting skills.
  • Experience with Access.
  • Experience with SAP Concur.
  • Experience with Zoom and Microsoft Teams.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $52,230-$71,890-(budgeted $65,000)$91,550 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday; 8:30a-5:00p
Exempt Status: Exempt
Location: ​​​​​​​Hybrid/Eastern High Campus
Department name: ​​​​​​​Finance and Administration
Personnel area: University Administration

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: 30 undergraduate degree credits (semester hours) or 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, theJHU 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 atjhurecruitment@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 visitaccessibility.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
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