Administrative Specialist

We are seeking an Administrative Specialist who will provide complex project and administrative support to the Division Director of Gastroenterology and Hepatology, Department of Medicine (DOM), for Johns Hopkins Hospital (JHH) and the Johns Hopkins University (JHU). This position will also provide administrative support to the Clinical Directors and Administrative Leadership team.

Represents the Division Director and Division Administrator as appropriate in communicating professionally with faculty, executives, administrators, staff, and external contacts, including government representatives (NIH, NHLBI, AMA, local political representatives, etc.) and providing high-level administrative expertise.

Interprets operating policies of the University and the Hospital while exercising independent judgment in the resolution of administrative problems. This position reports directly to the Division Administrator, Gastroenterology and Hepatology, to ensure smooth and efficient functioning for the department as a unit.

This is a highly visible position in the Gastroenterology and Hepatology division. We desire a mature, professional individual with good judgment and the ability to remain calm in stressful situations.

Specific Duties & Responsibilities:

• Provide high-level administrative support for the Division of Gastroenterology and Hepatology for the JHU / JHH, Division Director, Administrator, and Clinical Directors.

• Manage high-level projects in the Division of Gastroenterology and Hepatology for the Division Director and Administrator, including space renovation, cost reduction measures, and new administrative policy development to ensure smooth operation and efficiency.

• Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents on behalf of the Division Director and Administrator.

• Manages patient relations cases for Gastroenterology and Hepatology. Initial point of contact for cases. Triages to appropriate faculty member, clinic, staff, etc. to oversee responses, compose responses, and see that all cases are closed in the appropriate timeframe.

• Provide administrative support as needed for the Division Administrator, Clinical Directors and other faculty, as needed. This would include calendar scheduling, agendas, meeting material, minutes, etc. for the meetings.

• Responsible for all Time Away submissions. Must coordinate coverage for this when out of the office or on vacation.

• Uses the network and a variety of software programs to create and organize quality graphs, charts, technical documents, table’s spreadsheets, manuscripts and reports needed by the Chairman, Executive Vice Chair or Administrator.

• Oversee administrative coordination of DOM faculty and leadership recruitment efforts as requested by the Administrator.

• Prepares executive level monthly reporting to Division leadership. Production of multiple reports and summaries that are requested.

• Coordinates annual evaluations for faculty and staff who report to the Division Director and Administrator.

• Provide administrative back up to the Division Director’s Medical Office Coordinator as necessary.

• Provides screening interview support for open administrative support staff positions within the Division as requested.

• Prioritize telephone messages left for the Division Director and Administrator. Triage and direct, calls and messages coming into the Administrator’s Office and handle as appropriate where necessary.

• Communicates operating policies, announcements, and correspondence by email to all Divisional faculty and staff on behalf of Gastroenterology and Hepatology Leadership.

• Coordinate Administrators daily, weekly, monthly, and yearly calendars. Will exercise independent judgment to rank and prioritize meeting requests and time lines.

• Coordination of major Division activities, faculty meetings, and social events including developing program agendas and producing publication materials.

• Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepares agendas; and prepare and distributes materials. Provide follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of the meeting, prepares handbooks and procedures manuals.

• Track Division Director and Administrator’s filing and correspondence documentation.

• Maintain confidentiality of documents and files.

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Minimum Qualifications (Mandatory):

• Bachelor’s Degree required.
• Five years progressively responsible administrative experience.
• Additional experience may substitute for education.*
• Must have the ability to coordinate multi-faceted types of projects and work.
• Related work experience in medical field, preferred.
• Excellent organizational skills.

* 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:

• Proficiency in Word, Excel spreadsheets, PowerPoint presentations, email communications, Outlook calendar, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, projects, and prioritization skills.
• Ability to operate PC, laser printer, fax, copier, shredder, scanner, and multi-line phone.

Working 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 DOM Gastroenterology
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 Talent Acquisition 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