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 Data Science and AI Institute (DSAI) is seeking an Administrative Specialist to manage the administrative and operational activities for DSAI and its affiliated and federated centers. This includes the supervision of 3-4 administrative coordinator/Senior Administrative Coordinator positions and a Senior Events Coordinator position. The Administrative Specialist will maintain a high degree of professionalism and confidentiality, taking initiative and exercising independent judgment to resolve issues. This role involves managing day-to-day administrative and project-based activities supporting the DSAI Director(s) and Administrator and ensuring the smooth operation of the institute's projects and events.

Specific Duties & Responsibilities

• Anticipate needs for the overall effective functioning of offices and administrative team including staffing, recurring events, and space. Problem-solve issues and concerns impacting the institute and centers, prioritizing appropriately.
• Supervise a team of (Senior) Administrative Coordinators and Events Coordinator in DSAI and its related centers with hire/fire/discipline authority.
• Train, provide technical support, and administrative direction for administrative and events staff supporting the institute and related centers.
• Assist with posting and recruitment processes for vacant staff positions.
• Onboard new administrative staff and provide development coaching and performance management, including goal-setting, mid-year reviews, and annual performance appraisals.
• Manage overall administrative functions including room reservations, calendaring, travel coordination, purchasing, and front desk duties.
• Manage overall events support, coordination, and execution.
• In partnership with the Administrator, define and document standard office policies and processes.
• Provide comprehensive administrative and project support to the DSAI Director(s), Directors of associated centers, and the department Administrator.
• Administer and coordinate DSAI academic projects such as short courses, guest speakers, colloquia, and special programs.
• Manage and coordinate activities around faculty searches.
• Plan and coordinate special projects and events, including special lectures, retreats, and advisory committee meetings.
• Manage special projects around donor funded activities.
• Oversee the administrative tasks necessary for the smooth operation of internally funded projects and financial transactions.
• Serve as the international employee liaison and manage the visa process for all international appointments.
• Oversee and approve procurement transactions via SAP and P-Card process.
• Manage all aspects of the DSAI Seminars and Colloquia, including logistics, advertising, and expenditure tracking.
• Monitor grant budgets and expenditures, reconcile accounts, and compile reports.
• Schedule meetings and collaborate with internal and external organizations.
• Collaborate and liaise extensively with various individuals across JHU.
• Prepare materials for meetings, educational seminars, training programs, community forums, and conferences.
• Gather data for reports and prepare various print and web-based publications.
• Arrange for and manage delegations of international visitors and other special visitors.
• Assist in program planning and development.
• Interpret, monitor, and analyze information regarding operating policies and procedures.
• Project assignments require considerable research, initiative, independent discretion, and specialized knowledge and abilities.
• Exercise independent judgment in the resolution of administrative problems.
• Other duties and projects as assigned.

Special Knowledge, Skills, & Abilities

• Proficiency with WordPress or similar web publishing tool.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams (email, calendar, and contacts) and internet browsing.
• Excellent organizational, oral, written and interpersonal skills.
• Ability to manage high volume of work and multiple priorities.
• Demonstrate careful judgment, a high level of discretion and the ability to work independently.
• Ability to maintain confidentiality, behave flexibly, communicate tactfully, and maintain rapport.
• Quantitative skills to conduct basic analyses and produce summary tables and graphics. Ability to take initiative and exercise independent judgment to resolve administrative problems.
• Effective team player with excellent interpersonal and public relations skills.
• Excellent communication skills – written and verbal.
• Ability to work under pressure and complete tasks to meet deadlines.
• Ability to take initiative and exercise independent judgment to resolve administrative problems. Good organizational skills.
• Ability to effectively and appropriately communicate and deal with a wide range of people positively and professionally.

Minimum Qualifications

• Bachelor's Degree.
• Five years in providing high level 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: $53,800 - $94,400 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: M-F/37.5
Exempt Status: Exempt
Location: Hybrid/Homewood Campus
Department name: ​​​​​​​DSAI Institute
Personnel area: Whiting School of Engineering

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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