Administrative Specialist

The Office of Johns Hopkins Physicians (OJHP)/VP of Johns Hopkins Medicine (JHM) is seeking an Administrative Specialist who will demonstrate high level administrative expertise and work directly with and support the Chief Operating Officer (COO). The Administrative Specialist serves as the primary point of contact for internal and external constituencies on all matters under the purview of the COO/VP and related to OJHP and the Clinical Practice Association (CPA). Will independently manage a variety of projects, requiring research, initiative, independent discretion. Will require knowledge of JHM scope and complexity, and the diverse portfolio of OJHP and CPA. Will develop and maintain positive working relationships internal and external to Johns Hopkins University and JHM. The role requires the exercise of good judgement in a variety of situations; excellent written and verbal communication; high level administrative and organizational skills, supervisory skills, and project management skills. This position requires the ability to maintain a balance among multiple priorities, work well under pressure, and have flexibility as some projects may occur outside the scope of normal business hours. The person is responsible for representing the COO/VP and the department in all business conducted on behalf of OJHP/CPA. The Administrative Specialist will supervise the administrative support staff team in the OJHP executive office, and manage administrative operations to ensure that adequate support is provided to the broader leadership team.

Specific Duties & Responsibilities:

• Responsible for the COO/VP’s calendar, maintains an awareness of priorities and schedules accordingly.
• Coordinates, writes, edits and distributes executive agendas as well as follow up notes and action items. Consults with COO/VP, Vice Dean, Sr. Directors, and others as needed.
• Ensures appropriate materials are prepared for meetings. Prepares agendas, background materials and handles logistics for standard operational meetings as well as retreats, department meetings, external visitors, etc.
• Ensures the smooth functioning of the executive office, operations and staff coordination, including supervision of support staff and facilitating communication across all department units.
• Manages various assigned projects from inception to completion, requiring broad understanding of strategic goals and priorities throughout the department, and the requisite harmonization of SOM and JHHS staff and areas. Serves as a project manager and takes on non-routine projects that generally require coordinating between various offices and Johns Hopkins entities.
• Will represent, and serve as liaison to COO/VP, for program planning and development with department management and staff.
• Provides staff support for management level meetings, departmental committees, and ad-hoc project teams.
• Supervises support staff team. Responsible for hiring and performance management in a matrix environment. Develops new administrative processes and procedures as needed to ensure smooth operations. Makes decisions and establishes work priorities on essential operations.
• Monitor, evaluate and implement business practices and procedures to support the day-to-day operational needs of the Executive office. Makes purchases, approves expenditures and reconciles statements for assigned accounts.
• Manage financial transactions involving budgeted accounts, reimbursements and service contracts.
• Provide support and expertise to assist with oversight and personnel management and processing for staff affiliated with institutional projects under OJHP.
• Receives and responds to email/mail. Relays information to the appropriate parties and ensures follow-up as required.
• Handles confidential material from inside and outside the department.
• Other duties as assigned.

Minimum Qualifications (Mandatory):

• Bachelor's Degree.
• Five (5) years in providing high level expertise.

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• Additional related experience may substitute for required education to the extent permitted by theJHU 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 the 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.

Preferred Qualifications:

• Experience with Johns Hopkins Enterprise administrative systems and applications, e.g. SAP, Kronos, E210, MyPerformance.
• Experience in a complex, matrix environment.
• Familiarity with health care administration functions and issues.

Final applicant for this position may be required to complete skills assessments appropriate to position description.