Administrative Specialist

Johns Hopkins University - Baltimore, MD4.0

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $50,200 to $69,090 per year
Employee group: Full Time
Schedule: Monday through Friday
Exempt Status: Exempt
Location: 01-MD:Homewood Campus
Department name: 10001485-Department of Biomedical Engineering
Personnel area: Whiting School of Engineering

General Summary/Purpose:
This position will provide complex high-level administrative and project support to the Director of Biomedical Engineering, a joint department of the Johns Hopkins School of Medicine and the Whiting School of Engineering. The Administrative Specialist will manage, coordinate, and facilitate the accomplishment of Department goals, objectives and strategic initiatives in a demanding, fast-paced environment with a high degree of independence and attention to detail. The Administrative Specialist uses diplomacy and discretion in representing the Director and the Department to a wide range of internal and external constituencies.

Specific Duties & Responsibilities:
Provide project management for Department programs, initiatives, activities and renovations, in consultation with the Department Administrator. Develop and implement plans; manage staff and financial resources. Determine appropriate courses of action based on a thorough understanding of desired outcomes, expectations and timelines.
Prepare the Director for key/important meetings, presentations, discussions, etc., including researching and gathering critical information and intelligence on issues, preparing briefings, creating reports and presentations, proposing and developing agendas, conducting necessary follow-ups and briefing the Director on the status of activities, critical points and sensitivities. Triage and manage information flow and priorities by flagging important action items and timelines for the Director.
Anticipate and problem solve issues and concerns impacting the Director and the Department; participate in priority setting with the Department Administrator and other administrative team members as required. Accurately communicate the Director’s initiatives and priorities to the administrative team.
Develop institutional relationships; collaborate and liaise extensively with a variety of individuals on matters critical to the Department and its Director. Interface with key leadership and their offices across the University.
Manage communications from the Director, with an understanding of the Director’s voice; prepare first drafts of announcements, letters and memos; review and provide feedback on communications from areas within the Department. Answer questions, provide guidance, and disseminate information on behalf of the Director.
Manage events for the office of the Director. Assume responsibility for planning and executing all aspects of key BME events, including site selection, vendor negotiation, registration, pre and post event communications, budget management, travel arrangements and reimbursements along with onsite staffing.
Work in conjunction with the Administrative Specialist for Faculty Affairs to coordinate logistics and staff meetings to include bi-weekly faculty meetings, executive committee meetings, faculty retreats, faculty annual review process, advisory board meetings and other meetings as requested.
Attend meetings and work groups on behalf of the Director as the need arises.
Manage director’s Executive Travel Card; verify and monitor expenditures.
Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepares agendas; and prepare and distributes materials.
Provide oversight of Director’s travel arrangements, visa applications for international travel, and reimbursements.
Recommend and implement operational processes and workflows.
Anticipate thinking to fully support the Director’s needs. Provide additional administrative support to the Director as required.
Maintain confidentiality of documents and files.

Minimum Qualifications (Mandatory):
Bachelor’s degree required.
Five years in providing high level expertise in supporting of academic, business, research and/or development activities and operations, providing high-level administrative oversight, coordination, and support.
Additional related experience may be considered in lieu of degree to the extent permitted by the JHU equivalence 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 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.

Preferred Qualifications:
Excellent and proven written and verbal communication skills
Excellent and proven judgment
Discretion for confidential information
Experience interacting with high level internal and external figures
Proven ability to manage multiple and/or competing priorities
Project management/event planning experience
High level of attention to detail
Team player committed to responsiveness
Excellent customer service skills

Special Knowledge, Skills, and Abilities:
Project management and time management classes are highly recommended.
Outlook, Word, PowerPoint, Excel, Adobe as well as web-publishing software are all programs to be used or potentially used with this position.
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 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.

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