Administrative Specialist

The Department of Radiology is seeking an Administrative Specialist to provide high-level support to the Department Director (Chair) in managing, coordinating and facilitating the accomplishment of administrative operations for the Chair’s Office. This role will provide complex administrative support and project management for the Department Chair.

This position requires special knowledge/understanding and discretion appropriate for a Chair’s Office, including strong organizational, planning and facilitation skills, and the ability to manage a fast-paced office. As a professional representative of the Chair’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.

Specific Duties & Responsibilities:

• Independently manages the Department Chair’s calendar including all internal and external meetings, invitations, phone calls and events.
• Determines scheduling priorities, tactfully resolving scheduling conflicts, confirming attendance, and compiling and preparing materials and key information regarding the event or appointment.
• Keep the Chair on schedule and abreast of changes and high-level concerns, as necessary, throughout each day. Prepare materials to ensure the Department Chair is fully prepared for all meetings.
• Plans, executes, and oversees a wide variety of special projects and assignments related to the Department of Radiology. Manages and implements new projects or initiatives led or launched by the Department Chair. Direct, manage, and coordinate special projects and assignments.
• 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 of Medicine and the Johns Hopkins Health System.
• Anticipate and problem-solve issues and concerns impacting the Department Chair, and participate in priority setting as required.
• Manage overall operations of the Chair’s Office, including receiving guests, answering phone calls, and ordering supplies. Oversee incoming correspondence and requests for the Chair’s attention and prioritize items that need immediate attention.
• Prepares/edits written correspondence, presentation materials and other written communications.
• Places purchases orders and processes expense reports and reimbursements.

• Oversee paper and electric filing systems. Assure that materials are accessible in a timely manner and kept confidential.
• Manage physical space of office, coordinating facilities and 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.
• Make travel arrangements, and reconcile travel expense reporting.
• Perform additional duties as assigned.

Minimum Qualifications (Mandatory):

• Bachelor's Degree required.
• Requires minimum of five years in providing high level administrative support.
• Additional related experience may substitute for required education and additional education may substitute for some experience, 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.

Special Knowledge, Skills & Abilities:

• Outstanding interpersonal, customer service and organizational skills.
• Highly organized with the proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment
• 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.
• Excellent time management skills and ability to meet critical deadlines.
• Excellent written and verbal communication skills.
• Significant experience with Microsoft Office products and database systems.

Physical Requirements:

• General Office setting.

Classified Title:Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range:$51,210 - $70,480 annually (commensurate with experience)
Employee group: Full Time
Schedule:M-F, 8:30AM - 5:00PM
Exempt Status: Exempt
Location:​​​​​​​School of Medicine Campus
Department name: ​​​​​​​SOM Rad Chairmans Office
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. 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.

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