Administrative Specialist

The Department of Health, Behavior and Society is seeking an Administrative Specialist who works directly with the department chair, and in cooperation with the Department Administrator to lead special projects as well as day to day operations of the Chair’s office in the Department of Health, Behavior and Society. Responsibilities are heavily focus on significant and important project work and this position will provide non-standard, non-routine, varied, high level administrative expertise. Project assignments require considerable research, initiative, independent discretion and specialized knowledge and abilities as well as familiarity with the department, school and university.

Specific Duties & Responsibilities:

• Cooperate with various university offices, particularly the SPH Dean's Office, communication offices, Student Affairs, research administration, Development and Alumni Affairs, and IRB in regard to Chair’s office and department special projects.
• Responsible for ad hoc department initiatives and researching best practices, developing programs, and ensuring the necessary support for these along with recurring department initiatives, e.g. committee meetings, speaker series, annual reports, annual retreat, and faculty review cycle.
• Department Chair produces significant volume of correspondence which requires taking initiative to know current issues, people and events and be able to have a comprehensive understanding at a level that allows critical thinking necessary to ensure accurate communications.
• Responsible for appointments and promotion process and staffing faculty searches.
• Collaborate with finance, academic office and human resources for faculty hires to ensure smooth onboarding.
• Responsible for understanding and following international faculty and student visitor policies and initiating faculty visa requests.
• Supervise HBS administrative staff (1-2 individuals).
• Monitor Chair’s office workflow, assign projects, develop documentation of policies and office procedures as part of continuous improvement emphasis in department operations.
• In collaboration with the departmental administrator, responsible for efficient office management including office space and equipment, purchase of office supplies, management of IT needs copiers, computers, printers, audio-visual equipment.
• Provide administrative support for departmental committees (e.g., Executive Committee, Appointments & Promotions Committee) requiring high degree of confidentiality
• Execute departmental initiatives on gathering faculty and staff opinion through surveys and other modalities
• Serve as a liaison between the Chair and the Department’s student organization

Minimum Qualifications (Mandatory):

• Bachelor’s Degree and five years higher level administrative 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 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.

Preferred Qualifications:

• 2 – 3 years supervisory experience.

Special Knowledge, Skills & Abilities:

• Candidate must have outstanding organizational skills, be able to manage complex projects with diverse partners.
• Candidates must be able to work independently as well as communicate and collaborate effectively in a team environment.
• Fluency in MS Office products (Excel, Word, Power Point, Outlook) is required.

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, 8:30 am - 5:00 pm
Exempt Status: Exempt
Location: Hybrid/School of Public Health
Department name: Dept of Health Behavior and Society
Personnel area: School of Public Health

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