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Administrative Specialist

Johns Hopkins University

Details

Posted: 03-Mar-22

Location: Baltimore, Maryland

Salary: Open

Internal Number: 79967-en_US

We are seeking an Administrative Specialist who will assist the Director, Administrator and Division in planning, developing, implementing, managing, evaluating and negotiating the operations, programs and collaborations of the Division of Infectious Diseases to ensure alignment with and realization of the strategic vision and goals. The Administrative Specialist will help to shape the Division's future by participating in strategic planning, process improvement, employee engagement, and high-level problem solving. The Administrative Specialist will also provide oversight and management of assigned staff to ensure that the Division's programs maintain their quality and reputation in Infectious Diseases and achieve the Division's clinical, research and educational missions.

Through the use of timelines, workplans, budgets and other tools, the Administrative Specialist will independently create, execute and manage projects with the goal of creating workflows, processes, and efficiencies for the Division. This person should have excellent interpersonal and organizational skills, as well as budget and program management experience.

Reports to: Director.

Specific Duties & Responsibilities:

Coordinates, manages and oversees multiple high-level projects in the Division of Infectious Diseases through to completion-- requiring broad understanding of issues throughout the department, JHH, SOM and JHM.
Serves as a project lead and takes on non-routine projects that generally require coordinating between various offices reporting to the Director.
Assists with strategic planning and operational direction of the Division; identifies and manages major project parameters and milestones, assuring adherence to prescribed timelines and budgets; evaluates outcomes and adjusts activities as needed to meet goals and objectives.
Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of the Division to include staff supervision and facilitating communication within the rest of the department and other parts of the organization.
Supervises assigned staff.
Responsible for hiring, performing annual evaluations, establishing priorities (when needed), and overseeing their work.
Develops new administrative policies as needed to ensure smooth operation in the office.
Makes decisions and establishes work priorities on essential operations.
Coordinates major Divisional activities and social events including developing program agendas and producing publication materials.
Composes and/or edits documents for content, quality, and style, turning rough drafts into finished documents.
Oversees logistics for renovation of space.
Works with School of Medicine (SOM) and Department of Medicine (DOM) to administer, maintain and track space for the Division of Infectious Diseases.
Plans and supervises Division's participation in special events critical to the Division's mission, such as conferences, international meetings, and promotional events.
Identifies appropriate vendors as needed; negotiates contracts; supervises execution of contracts.
Prepares and presents executive level reporting to leadership. Production of multiple reports and summaries that are requested.
Provides follow-up information regarding committee actions and decisions.
Maintains records via compilation of the minutes of the meeting; prepares handbooks and procedures manuals.
Uses the network and a variety of software programs to create and organize quality graphs, charts, technical documents, tables, spreadsheets, manuscripts and reports needed.
Exercises independent judgment in prioritizing meeting schedules and preparing a timeline. Initiates, develops and prepares agendas; and prepares and distributes materials.
Maintains confidentiality of documents and files.
Ability to speak publicly and provide presentations as required.
Performs other duties as needed.

Minimum Qualifications (Mandatory):

Bachelor's Degree in Business, Finance, Accounting, or other related field.
Five (5) years in providing high level expertise.
Additional related experience may substitute for required education, to the extent permitted by the * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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:

Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit.

Experience working in academic medicine, with multi-disciplinary faculty in the areas of clinical research and education preferred.
Master's Degree in related field highly preferred.

Special Knowledge, Skills & Abilities:

Excellent program leadership and management skills demonstrated through a minimum of 3 years of experience managing complex projects and bringing them to closure on time within assigned budgets, while delivering high quality products.
Ability to execute multiple assignments simultaneously, adjust daily priorities as warranted, meet deadlines, and encourage and support others in doing same.
Management and diplomacy skills; ability to foster and maintain a team environment, particularly during hectic times or emergent events.
Able to work well with broad array of multidisciplinary professional and paraprofessional staff.
Able to identify organizational needs and develop projects, processes, and protocols to meet those needs.
Able to manage and direct the work of others, providing feedback, identifying strengths, and defining and assigning tasks and projects that build on strengths, bolster confidence, and support Division's needs.
Demonstrable knowledge of theories, tools, logic models, and metrics for project planning and execution.
Able to respond to program priorities and exercise sound judgment in making independent programmatic and budget-related decisions.
Able to think strategically and develop and execute plans that are aligned with strategy.
Innovative and forward thinking: able to assess market needs and develop projects and programs that meet those needs.
Proven experience with developing technologies and ability to make recommendations for implementation of new technologies to increase work efficiency and program effectiveness.
Excellent oral and written communication skills; excellent writing, editing, and presentation skills.

Supervises:

Supervise staff members. Has responsibility for evaluation and supervision of consultants, contractors, and/or assigned partner staff. (Subordinate supervisors and direct, non-supervisory employees.)
Evaluate independent contractor assignments and conduct annual staff evaluations; determine staff annual merit increases.

#LI-DG1

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: Monday - Friday, 8:30a-5pm
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM Infectious Disease
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

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About Johns Hopkins University

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.

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