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Executive Assistant

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Oct 19, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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The Office of the Dean is seeking an Executive Assistant who will report to the Director & Special Assistant to the Dean and will be responsible for providing high-level administrative and project support to the Vice Dean for Undergraduate Education and the Sr. Associate Dean for Finance and Administration. This position contributes to the development of processes and procedures, develops and coordinates project protocols, and ensures the smooth implementation of projects in support of key school initiatives. This position also has the overall responsibility for ensuring that assigned projects and administrative matters are handled in a timely, accurate and professional manner.

Specific Duties & Responsibilities:

Project Support (45%)

  • Provide project support for the Vice Dean for Undergraduate Education, and the Sr. Associate Dean for Finance and Administration
  • Coordinate special administrative assignments as needed; i.e.,fiscal year-end budget projects, financial presentations, Directors of Undergraduate Studies meetings and events, school-wide strategy and budget sessions,etc.
  • Coordinate and oversee aspects of high-level projects such asthe Excellence in Teaching Awards, fellowship programs, SOUL courses,etc.
  • Participate in project meetings, making important contributions to discussions; including providing constituent feedback and offering suggestions for changes and/or corrections
  • Coordinate and lead meetings, work groups, and/or cross functional task forces for assigned projects:
  • Present and discuss issues and problems
  • Facilitate discussions for the purpose of developing plans or identifying solutions to problems
  • Develop, document and implement standard operating procedures
  • Collaborate among various departments/units to recommend policy and procedural changes, improve operations, and increase organizational efficiency
  • Provide special project support to the deanery including:
  • diversity and inclusion initiatives
  • on-campusundergraduate student programs, and other faculty programs and events.
  • Develop spreadsheets or other tracking tools, update websites and data sources (i.e., Interfolio)
  • Gather, analyze and synthesize data
  • Compile and produce reports, presentations, executive briefings, summary documents, etc.
  • Administrative Support (40%)

    • Provide high-level administrative support for the Vice Dean for Undergraduate Education, and the Sr. Associate Dean for Finance and Administration
    • Provide calendar coordination for the Deans and collaborate with administrative staff of the departments and programs under their purview
    • Prepare written and e-mail correspondence for review and distribution
    • Develop presentations/reports
    • Manage and deliver information of a sensitive and confidential nature
    • Coordinate travel arrangements
    • Open/screen mail; etc.

    Financial Support (10%)

    • Provide oversight in the development, preparation, projections and reconciliation of program budgets
    • Oversee and monitor budget and program expenditures
    • Reconcile accounts and process expenses, reimbursements, invoices, honoraria and payments
    • Ensure that expenses are properly documented, allocated, recorded and filed

    Special Events Support (5%)

    • Plan meetings, conferences, symposia, etc.
    • Assist with special event planning and coordination:
    • Finding the best date
    • Developing invitations
    • Contract negotiation with vendors
    • Monitoring responses
    • Ordering A/V equipment
    • Taking, transcribing and distributing meeting minutes, etc.

    Minimum Qualifications (Mandatory):

    • Bachelor’s Degree
    • Five years of experience in 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

    Preferred Qualifications:

    • 3 years of progressively responsible administrative and project management experience
    • 5-7 years preferred, along with experience in higher education or an executive-level office in support of academic, business, research and/or development operations preferred
    • Lead project management experience highly preferred

    Special Knowledge, Skills & Abilities:

    • In-depth knowledge of academic policies, procedures, practices and systems, both within Krieger and JHU
    • Exceptional interpersonal skills and communication skills, oral and written, as well as a good understanding of internal relationships and workflows
    • Expert proficiency with standard office equipment and software (i.e. Excel, Word, PowerPoint, Outlook, Adobe)
    • Working knowledge and advanced experience with internal Hopkins data capture and analysis systems, including SAP, Interfolio, COEUS, etc.
    • Must be very organized and able to work independently and proactively with limited supervision
    • Requires the ability to research, gather and analyze data, compile and synthesize information and draft suggested correspondence, presentations, and reports
    • Excellent time management skills and the ability to work well under pressure while handling multiple, shifting, high, and competing priorities
    • Ability to anticipate the needs of assigned principals and use discretion and sound judgment in independent decision-making
    • Ability to work with stakeholders at all levels of the university – both internal and external
    • Ability to maintain confidentiality and professionalism

    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 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.

    Classified Title: Executive Assistant
    Role/Level/Range: ATO 37.5/03/OG
    Starting Salary Range: $22.59 - $31.09/hr (commensurate with experience)
    Employee group: Full Time
    Schedule: M-F, 8:30 a.m. to 5 p.m.
    Exempt Status: Non-Exempt
    Location: ​​​​​​​Homewood Campus
    Department name: ​​​​​​​Dean Office of
    Personnel area: School of Arts & Sciences

    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.

    Equal Opportunity Employer
    Note: Job Postings are updated daily and remain online until filled.

    EEO is the Law
    Learn more:
    https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

    Homewood Campus


    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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