Administrative Specialist

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

The Johns Hopkins University is seeking an Administrative Specialist who will support the Director of the Department of Cell Biology. The primary responsibilities of this important role will be to oversee and coordinate administrative work for the Director in his leadership roles within the Department, the Sidney Kimmel Comprehensive Cancer Center, and the Giovanis Institute for Translational Cell Biology. The Administrative Specialist must be professional, autonomous, proactive, organized, and possess significant administrative experience.

Specific Duties & Responsibilities

• Daily calendar management for the Director. Manage a complex calendar including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants from School of Medicine and University leadership and may require urgent or immediate turnaround. This decision-making process is performed daily and requires flexibility and an understanding of the Director’s work and priorities.
• Facilitate in-person, hybrid, and virtual meetings. 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 develop and send agendas and other meeting materials in advance of the meeting, record attendance, take minutes, and assume responsibility for monitoring assigned projects to completion.
• Prepare the Director for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings and for travel.
• Anticipate needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
• Demonstrates responsiveness, critical thinking, and sound judgement. Proactively resolve issues that may affect the Director, the Department, and the Institute.
• Serve as a search coordinator for Department and Institute faculty searches.
• Organize, prioritize, and track the developmental progress of assigned projects to ensure that project requirements and other project goals are met. Maintain all files and data entry for assigned projects.
• Support administrative workflows as needed to optimize daily operations of the Department and Institute, while promoting a culture of efficiency and communication.
• Facilitate communication with key stakeholders on projects, meetings and events. Foster institutional and external relationships. Collaborate and liaise extensively with a variety of individuals, as assigned by the Director.
• Manage communications, 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.
• Assist in maintaining Director’s interactions with external organizations.
• Responsible for answering questions, providing guidance, and disseminating information as assigned by the Director.
• Manage all domestic and international travel arrangements and itineraries including securing visas when required and air, train, shuttle/rental car, and hotel accommodations.
• Communicate with host institutions and conference management to support travel planning.
• Monitor, track, and report all expenditures per JHU and departmental policies.
• Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage travel card expenses in a timely fashion.
• Provide administrative support for other members of the Department and Institute on an ad hoc basis, when assigned by the Director.
• Other tasks and special projects as assigned.

Knowledge, Skills & 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.
• Will liaise with people at all levels, including high-level executives, VIPs, and peers.
• Handle highly confidential and sensitive matters in a discrete and appropriate manner.
• Strong organizational skills and meticulous attention to detail.
• May be needed to work flexible hours at times, based on project needs.
• Excellent verbal and written communication skills.
• Ability to take initiative and be proactive with workload and meet deadlines.
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Experience with SAP, Concur, Zoom and Microsoft Teams.

Minimum Qualifications

• 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.

Preferred Qualifications

• Experience supporting executive professionals.
• Experience with project coordination and meeting/event planning.
• Five (5) years of progressively responsible experience in high-level administrative work.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,300 - $93,500 Annually ($73,400 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30am-5pm
Exempt Status: Exempt
Location: School of Medicine - East Baltimore Campus
Department name: SOM Cell Bio Cell Biology
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 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.

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