Special Assistant

Specific Duties & Responsibilities:

Project Support

Track deliverables for programs, initiatives, and activities Support project work, as needed, by creating project plans and tracking/reporting on status
• Participate in team meetings, recommend effective solutions and courses of action, as appropriate, and follow up on action items
• Develop plans and budgets, define and communicate alternatives, and make recommendations regarding appropriate courses of action based on thorough understanding and knowledge of desired outcomes and expectations
• Maintain all files and data entry for assigned projects

Communications & Outreach

• Draft talking points, create key documents, and assist in written communications and other written products for internal and external audiences, including materials developed directly for the Vice President and/or Deputy Chief of Staff
• Ensure that material is in an accessible, usable and easily understood format, supporting key projects and other work undertaken by the office
• Prepare materials for a variety of key meetings and discussions, including briefings and agendas, and ensuring topics are ready for discussion
• Provide staffing support to the Vice President during community events, meetings, and other engagements with internal and external stakeholders
• Interface with key leadership and develop institutional relationships across the university; collaborate and liaise extensively with a variety of individuals on different matters central to the assigned Vice President’s areas of responsibility

Meeting & Event Support

• Proactively identify materials needed to prepare for upcoming meetings and conduct appropriate research, gather materials necessary and provide briefings to ensure that the Vice President is well prepared for scheduled meetings and other events
• Manage meeting logistics, prepare agendas with feedback from the Vice President, prepare or compile any needed reports, gather information, and prepare and distribute minutes
• Manage logistics for any special events sponsored by the Office of the Vice President for Public Safety. This includes planning the actual event, location, menu, equipment, invitations, attendance and reservations, preparation of materials, and briefing and preparing the VP for the event.

Minimum Qualifications (Mandatory):

Bachelor’s Degree

Three years of experience in support of academic, business, research and/or development activities and operations, providing Executive and/or C-Suite Level administrative support and project coordination
• Additional related experience (i.e. experience in a field related to public safety, community engagement, communications, etc.) may be considered in lieu of degree, and additional education (Master's level) may substitute for required 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 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.

** 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:

• Must have strong verbal and written communication skills, along with the ability to manage multiple challenging projects
• Must have proven aptitude with the use of Microsoft Office applications, along with specialized computer applications
• Must be able to effectively interact with colleagues at all operational levels
• Must have the ability to maintain confidentiality at all times
• Must be self-motivated and able to work independently in a highly matrixed and complex business environment
• Ability to regularly work evenings, early mornings, and weekends and be available to address emergency situations on a 24/7 basis as needed

Please note that this position is not eligible for visa sponsorship.

Classified Title: Special Assistant, Public Safety
Working Title: Special Assistant
Role/Level/Range: ATP/04/PE
Starting Salary Range: Commensurate with Experience
Employee group: Full Time
Schedule: M-F, 8:30 am - 5:00 p.m.
Exempt Status: Exempt
Location: ​​​​​​​School of Medicine Campus
Department name: ​​​​​​​Office of VP for Security
Personnel area: University Administration

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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