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Administrative Specialist/Dean’s Office Manager

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Dec 16, 2021

View more

Position Type
Administrative, Academic Affairs, Academic Administration, Faculty Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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The Dean's Office is seeking anAdministrative Specialist/Office Manager who provides high-level support to the Senior Associate Dean for Finance and Administration in managing, coordinating and facilitating the accomplishment of administrative operations for the Dean’s Office in the Krieger School of Arts and Sciences. This includes direct administrative support for the Senior Associate Dean, as well as two direct reports for the Senior Associate Dean.

In addition, this person will also act as an Office Manager for the entire Dean’s Office, providing oversight and management of the administrative staff supporting the Vice Deans, Associate Deans and Assistant Deans in the school (does not include the Executive Assistant who directly supports the Dean).

This position requires special knowledge/understanding and discretion appropriate for a Dean’s Office area(s) of responsibility, strong organizational, planning and facilitation skills, and the ability to manage a fast-paced office. As a professional representative of the Dean’s office, the candidate will be a detail-oriented team player who is committed to responsiveness and customer service. This person will deal regularly with highly sensitive, and at times urgent subject matter, and will be proactive and responsive.

Note: This position requires working full-time on the Homewood Campus.

Specific Duties & Responsibilities:

Administrative Support for the Sr. Associate Dean for Finance & Administration (& 2 Staff) (60%)

  • Manages calendaring for the Sr. Associate Dean (and other assigned principals) for all internal and external meetings, invitations, and events, including determining scheduling priorities, tactfully resolving scheduling conflicts, confirming attendance and key information regarding the event or appointment.
  • Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the assigned principals.
  • Keep the Sr. Associate Dean on schedule and abreast of changes and high-level concerns, as necessary, throughout each day. Prepare materials to ensure the assigned principals are fully prepared for all meetings.
  • Organize high-level meetings with multiple constituencies and disseminate corresponding meeting materials, as needed.
  • Develop institutional relationships; collaborate and liaise extensively with a variety of individuals on different matters central to the assigned principal’s area(s) of responsibility. In particular, works closely with the Executive Specialist for the Dean to ensure efficient and effective task administration for the entire Dean’s Office.
  • Manages and implements new projects or initiatives led or launched by the Sr. Associate Dean Dean. Direct, manage, and coordinate special projects and assignments such as planning initiatives.
  • Carry out critical and important projects, including: Developing plans, defining and communicating alternatives and making recommendations regarding appropriate courses of action based on thorough understanding and knowledge of desired outcomes and expectations.
  • Interface with key leadership and leadership offices across the school and university.
  • Anticipate and problem-solve issues and concerns impacting the assigned principals, participate in priority setting as required.
  • Oversee incoming correspondence and requests for the Sr. Associate Dean’s attention; triage to other staff members as appropriate; prioritize items that need immediate attention;
  • Prepares/edits written correspondence, presentation materials and other written communications.
  • Make travel arrangements, and reconcile travel expense reporting.

Office Manager for Dean’s Office (40%)

  • Supervise a team of four administrative staff (three senior Administrative Coordinators and one Administrative Coordinators/Dean’s Office receptionist). Ensures adequate coverage of office, phones, etc.
  • Encourage effective communication in the office, including between Dean’s Office personnel and others in the school and across the university.
  • Hires and on boards administrative support for the office; sets, shares and monitors expectations of performance for all administrative staff. Provides coaching, career development and performance management for staff, including annual performance appraisals.
  • Initiate and lead regular administrative support staff meetings and professional development sessions.
  • Oversee paper and electric filing system both in office and offsite. Assure that materials are accessible in a timely manner and kept confidential.
  • Ensure effective budget management and review.
  • Manage physical space of office, coordinating facilities and outside vendors when repairs are needed.
  • Ensure office phones and IT equipment are operating properly and office is properly supplied. Facilitates the procurement of other supplies and equipment needed in the office.
  • Plan office meetings and events.
  • Perform additional duties as assigned.

Minimum Qualifications (Mandatory):

  • 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.*

*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 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.

** Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Preferred Qualifications:

  • Experience in a professional setting serving a senior-level individual preferred.
  • Experience in providing progressively responsible administrative support with experience working in a fast-paced environment with multiple scheduling responsibilities.
  • Previous supervisory experience preferred.

Special Knowledge, Skills & Abilities:

  • Outstanding interpersonal, customer service and organizational skills.
  • Ability to effectively communicate and engage with faculty, staff and university leadership.
  • Requires thorough knowledge of administrative office procedures
  • Excel at using good judgment, maintaining confidential information with discretion.
  • Highly organized with the ability to manage more than one task simultaneously in a dynamic, fast-paced, professional environment.
  • Excellent time management skills and ability to meet critical deadlines.
  • Excellent written and verbal communication skills.
  • Significant experience with Microsoft Office products, complex internet searches, and database systems.
  • Working knowledge of the JHU application of SAP is preferred.

Physical Requirements:

  • General Office setting.

Supervisory Responsibility:

  • Supervise a team of four administrative staff (three senior Administrative Coordinators and one Administrative Coordinators/Dean’s Office receptionist).

Classified Title: Administrative Specialist
Working Title: Administrative Specialist/Dean's Office Manager
Role/Level/Range: ATP/03/PC
Starting Salary Range: ​​​​​​​Commensurate with experience
Employee group: Full Time
Schedule: Monday to Friday 8:30-5
Exempt Status: 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. 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 campus. 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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