Executive Assistant

We are seeking anExecutive Assistant who providesexpert support in the fast-paced and demanding Office of the Dean/CEO in the School of Medicine. The primary responsibility of this important and highly visible rolewill be to create, manage, and improve administrative processes and workflows forthe Professorial Promotions Committee (PPC), Advisory Board of Medical Faculty (ABMF) and Agenda Committee (AC). The Executive Assistant must possess significant technical skills, including project management and web development experience. They must also be comfortable with evaluating software applications and learning new programs.

Specific Duties & Responsibilities:

PPC - Professorial Promotions CommitteeCoordinator

• Process, manage, and track promotion/appointments applications to the PPC in a timely and organized manner.
• Reshape the existing online application to streamline the application process for candidates, simplify the candidate evaluation process for referees, automate administrative processes for the promotion committee coordinators, and align the applications of the PPC to the greatest extent possible.
• Create and disseminate the meeting schedule for the PPC and coordinate meeting logistics. In advance of meetings, send meeting reminders, create meeting agendas, and send meeting materials to participants.
Serve as primary source of information for PPC inquiries. Support department credentialing coordinators and faculty by facilitating trainings in coordination with the Office of Faculty, providing guidance, and creating and disseminating instructional documents.
• Assist in the creation of reports, proposals, and presentations by collecting, tracking, and analyzing data. As necessary, create/edit materials to disseminate this information, as well as information about the promotion/appointment process.
Plan the annual dinner for newly appointed/promoted professors and keep expenses within budget with a fiscal responsibility to reducing costs where possible. Monitor, track, and report all expenditures per JHU and departmental policies.

AC - Agenda Committee Coordinator

• Receive and manage paperwork for Associate Professorial Promotions and Adjunct Appointments.
• Receive and manage paperwork and schedule presentations for Bloomberg Distinguished Professors at ABMF.
• Manage leadership presentations to the AC meetings and subsequent attendance at ABMF; coordinate AV needs.
• Prepare and distribute agenda materials to the Committee
• Attend meetings; take minutes and prepare draft minutes

ABMF - Advisory Board of the Medical Faculty Coordinator

• Manage leadership presentations at ABMF meetings; including AV needs.
• Prepare and distribute agenda materials to Board members.
• Maintain confidentiality of materials to be seen by only Executive Session members.
• Prepare draft remarks for the Dean.
• Attend meetings, take minutes and prepare draft minutes
  • PPC - Excerpt from subcommittee reports and CVs to form minutes for PPC section of ABMF meetings in which the candidates are presented and to form letters to Tenure Advisory Committee (TAC) and the President/Board of Trustees (BOT)
  • Write summaries of Associate Professor presentations, excerpting the oral presentations, director’s nomination letter and CV
• Prepare and send letters to President’s Office for approved PPC candidates to be sent to Board of Trustees (BOT).
• Prepare and send congratulatory letters to approved Assistant and Associate Professors.
• Maintain official minutes in Minute Books.
• Prepare and send congratulatory letters to approved Professors after BOT votes; share approvals with Registrar’s office.

Minimum Qualifications (Mandatory):

• This position requires a Bachelor’s Degree,
• Five (5) years experience providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula

Special 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
• Experience with project management and meeting/event planning
• Ability to liaise with people at all levels, including high-level executives, VIPs, and peers
• Ability to handle highly confidential and sensitive matters in an appropriate manner
• Strong organizational skills and meticulous attention to detail
• Available to attend meetings and events outside of regular working hours
• Excellent verbal and written communication skills

JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis.

Classified Title:Executive Assistant
Role/Level/Range: ATO 40/E/03/OG
Starting Hourly Pay Rate Range:$22.82 - $31.40/hr (commensurate with experience)
Employee group: Full Time
Schedule:Monday - Friday, 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location:​​​​​​​School of Medicine Campus
Department name: ​​​​​​​SOM Admin Exec Off Gen Administration
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 atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

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 or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work. 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.

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