The Administrative Specialist is a high level position, which reports to and works directly with the Director of Physical Medicine and Rehabilitation. The Administrative Specialist serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Department Director. Independently manage many projects, develop and maintain positive working relationships internal and external to the school, the University, Hospital, and with all those they personally come in contact with including: University representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), faculty, staff, students, and patients. The ideal individual will have the ability to exercise good judgement in a variety of situations, with excellent written and verbal communication, administrative and organizational skills. This person should have the ability to be proactive, maintain a realistic balance among multiple priorities, work well under pressure, and also have the flexibility as some projects will occur outside the scope of normal business hours. The person is responsible for representing the Director in all business conducted on their behalf for the Department of Physical Medicine and Rehabilitation.
Specific Duties & Responsibilities:
Responsible for scheduling for the Director’s calendar and ensuring appropriate materials are prepared for the meetings. Responsible for travel arrangements for the Director. Approves expenditures and reconciles statements for Director’s account. Prepares agendas and background materials, and handles logistics for meetings such as retreats, faculty meetings, dignitaries’ visits, etc. Supports calendars, travel, and meetings for Vice Chairs.
Ensures the smooth functioning of the Director of the Department of Physical Medicine and Rehabilitation office, operation and staff coordination, including personnel issues associated with support staff of the Director’s office and facilitating communication within the rest of the department and other parts of the Hospital (JHH, BMC, etc.) and University (JHU-SOM).
Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of the Director. Oversees and reconciles executive card for Director related purchases such as travel, entertainment, presentation materials, etc.
Manages financial transactions involving discretionary accounts, reimbursements and service contracts.
Provides support for departmental committees and other various committees.
Speaks publicly and provide presentations as required.
Oversees various projects from inception to completion, requiring broad understanding of issues throughout the department, SOM, JHHS and JHM. Serves as a project person and takes on non-routine projects that generally require coordinating between various offices.
Supervises administrative assistants. Responsible for hiring, firing, performing annual evaluations; establishes priorities when needed; oversees their work (patient care, filing, transcription, billing, etc.). Develops new administrative policies as needed to ensure smooth office operations. Makes decisions and establishes work priorities on essential operations.
Writes responses to email/mail and miscellaneous material. Reviews incoming correspondence and edits outgoing correspondence in order to remain current on issues. Forwards information to the appropriate parties. Ensures follow-up as required.
Handles confidential material from inside and outside the department.
Coordinates, writes, edits, scribes and distributes executive agendas as well as follow up minutes (JHH, JHU executive meetings, etc.). Consults with Vice Chair, Division Chief, faculty, and support staff on agenda items.
Edits departmental listserves, newsletter and website. Writes and/or edits articles, oversees layout, and decides material to be included in these and other communication formats.
Organizes and coordinates sponsored research proposals generated by the Director.
Liaisons with Offices of Public Affairs and Planning & Marketing.
Works closely with Department’s Development Office in scheduling visits/events for donors and dignitaries.
Organizes and is responsible for annual faculty/staff holiday celebration.
Performs miscellaneous related duties as assigned.
Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Experience in a university or medical environment.
Familiar with JHM policies and procedures.
Special Knowledge, Skills, and Abilities
Able to act proactively, independently and exercise good judgment.
Able to think creatively in order to manage various complex projects.
Able to work with multiple interruptions and stay on task.
Able to perform duties without direct supervision or guidance on a regular basis.
Must be a forward looking thinker who seeks opportunities and proposes solutions.
Able to communicate in a highly professional manner, clearly, appropriately, and effectively with others at all institutional levels.
Able to maintain confidentiality.
Proficient with Outlook, Word, PowerPoint, Excel, Adobe, Teams, and web-publishing software in both MAC and PC.
Classified Title: Administrative Specialist Working Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: $50,700 - $69,780/ / Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30a-5:00pm/ 37.5 hrs per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10003115-SOM PMR General Administration 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 firstname.lastname@example.org. 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.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.