Administrative Specialist
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- Mar 31, 2022
View more
- Position Type
- Administrative, Academic Affairs, Research Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Chief Business Officers & Vice Presidents
- Employment Level
- Administrative
- Employment Type
- Full Time
The Department of Neurology is seeking an Administrative Specialist who will support the Brain Injury Outcomes Services (BIOS) Research Program and Clinical Trials Unit, which manages multi-center, 20+ million dollar federally funded clinical trials and multiple site-specific pharmaceutical sponsored trials. Provide support to the division leadership.
This is a high-level position which serves as the main administrative support and project coordination to the division directors of Brain Injury Outcomes (BIOS). This individual, under limited supervision, provides executive administrative support, works independently to manage projects and tasks of the division directors. The person in this position is responsible for confidential and non-confidential communication of all types with university representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), public and private business entities, faculty, staff, students, and patients. Confidentiality and professionalism must be maintained, along with the ability to manage multiple tasks with competing priorities and timelines and build positive working relationships with internal and external clients/contacts. This individual performs duties that require comprehensive knowledge of the organizational policies and operations and will regularly require the ability to resolve complex administrative problems independently. Organizational coordination is required for high-volume consultation activities and speaking engagements, international trial leadership activities, NIH supported networks, and ICTR research center activities. This individual will coordinate executive committees, schedules, and workflow. This individual ensures that the priorities and responsibilities of division Leaders are supported to run smoothly and works closely with the leadership team to facilitate the implementation of divisional priorities. We are looking for a resourceful individual, with good problem-solving skills, organization skills and with the ability to prioritize tasks. We value interest in continuous learning of new competencies to excel at the position and flexibility to work independently and as part of a team. Specific Duties & Responsibilities:-
Available outside of
standard business hours to assist with various
tasks.
Manage special projects
and assignments. Carry out background research on emerging issues,
track progress and deadlines to ensure work is completed in a
timely manner and identify areas which require immediate
attention.
Act as point-person for
follow-up on meetings, projects and division directors’
assignments. Anticipate the directors’ course of action,
coordinating competing responsibilities and
deadlines.
Serve as representative
and liaison between the division directors and direct reporting
staff as well as other campus administration, acting as an
intermediary for division directors. Interacts with high-level
contacts requiring considerable discretion and
initiative.
Provide support for
meetings, attending on behalf of the division directors taking
notes, providing minutes and filing as
appropriate.
Provide support and
strategic planning to the division directors and consults with
division leadership.
Provide high-level
administrative support and assistance to the division directors
and/or other assigned leadership staff.
Provide support and
participate in the preparation of new grant applications and
existing grant reports.
Prepare reports,
presentations, graphs, tables and charts.
Manage and coordinate the
extensive daily calendars of the division directors and prepare the
division directors for meetings, presentations, and
travel.
Screen and manage incoming
correspondence (email, mail, voicemail, text, and calls); review
contents, determine importance, and summarize and/or distribute to
appropriate staff.
Compose correspondence and
presentation material on a wide variety of subjects, some requiring
discretion. Review, summarize, and respond to documents as
required.
Prepare or review and edit
complex and detailed public and internal documents for grammar and
content.
Maintain a variety of
records, ensuring they are accurate and current, such as but not
limited to professional licenses and memberships, CME tracking,
university credentialing, travel documents, consulting and
projects.
Assist the division
leadership team as approved by the division
directors.
Performs other related
duties as assigned by division directors
Function as a team and
provide administrative coverage as
appropriate.
-
Bachelor's
Degree.
Five (5) years in
providing high-level expertise.
Additional education can
be substituted for experience. Additional experience can substitute
for education.
Final applicants for this
position may be required to complete skills assessments appropriate
to the position description.
-
Flexible working hours
(including occasional evenings and/or weekends) to meet director’s,
customer, and project needs.
Advanced organizational
skills, with attention to details and time
management.
Prior experience in a
fast-paced, deadline-driven environment.
Provide evidence of
excellent oral and written skills
Strong customer service
and interpersonal and communication
skills
Experience working in both
a Mac and PC environment.
Project management and
time management coursework.
Educational background in
science, medical, business administration, project management
experience a plus.
Expert-level knowledge of
Microsoft Office applications (Word, Excel, PowerPoint, Teams,
SharePoint, OneDrive, Outlook, Zoom).
Along with your resume,
please include a detailed cover letter explaining how you meet the
minimum requirements and any of the desired qualification
areas.
Applicants are invited to
provide a writing sample that demonstrates written skills,
including grammar, spelling, punctuation, accuracy, and attention
to detail.
Classified Title:
Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $52,230 - $71,890/ Commensurate with
experience
Employee group: Full Time
Schedule: M-F 8:30 am - 5:00 pm
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM Neuro BIOS
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 at jhurecruitment@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
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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