Position serves an important and highly public role in the Office of the Dean of the Whiting School of Engineering, and provides a high level of administrative support to the deanery in a demanding, multi-faceted, fast-paced environment.
Specific Duties & Responsibilities:
Manage administrative coordinators within the dean's office including:
Provide ongoing feedback and constructive criticism
Conduct Annual Reviews
Ensure coverage of the Dean's office including phone and office coverage
Encourage staff development
Prioritize and direct work efforts, providing guidance and direction
Motivate for higher collaboration and performance
Conduct interviews and make recommendations for hire
Accurately manage the Dean's calendar of appointments, meetings, and special events
Organize meetings with constituencies as required including:
taking/recording and transcribing minutes
providing meeting materials
Prepare the Dean for key meetings, presentations, discussions, etc., including:
Researching, gathering and analyzing data
Creating reports, tables, proposals, presentations and speeches
Developing and proposing agenda items
Conducting necessary follow-up
Briefing the Dean on the statue of affairs, critical points and sensitivities
Manage the coordination of special events including but not limited to:
A/V equipment set up and support
preparation and distribution of materials
catering arrangements and menu selection
arrange travel and accommodations
Prepare, edit, and send correspondence and packages via messenger and delivery services including FedEx, UPS, etc. as needed for the Dean
Oversee incoming correspondence and requests for the Dean's attention; route matters and correspondence to other staff members as appropriate; prioritize items that need immediate attention.
Serve as the first point of contact for all incoming phone calls and mail to the Dean and respond as needed
Serve as liaison between the various offices that report to the Dean
Coordinate the Dean's travel plans, itineraries and accommodation arrangements
Track and process travel and expense reimbursements via SAP
Compile/prepare reports, minutes and materials; coordinate and disseminate materials as needed.
Ensure a solid understanding and consistent use of the file management systems
Ensure files are well organized, maintained and up to date
Participate in oversight of records retention
Handle photocopying, filing, and faxing as needed
Maintain effective and proactive communication with executive staff, deans, board members, administrators and university administration as required
Other duties as assigned
Minimum Qualifications (Mandatory):
Five years experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Special Knowledge, Skills, and Abilities:
Effective oral, written and interpersonal communication skills
Must be proficient with standard office equipment and software, and able to perform complex internet searches
Working knowledge of SAP is highly preferred
Requires thorough knowledge of secretarial, office and administrative procedures
Must be highly organized with attention to detail and demonstrated ability to prioritize multiple responsibilities
Excellent time management skills under pressure to meet various deadlines
Demonstrated ability to work independently and use discretion and sound judgment in independent decision-making
Ability to maintain confidentiality and professionalism
Ability to work independently with minimal supervision
High degree of professionalism
Must be a self-starter with excellent time management and organizational skills
Ability to develop and maintain sound professional relationships among superiors, subordinates and peers
Internal and External Contacts:
Exchange information: Senior leadership of the University and their respective staff and a wide range of others including faculty, visitors from government and industry, students and alumni.
Classified Title: Executive Assistant
Working Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $22.59 to $31.09 per hour
Employee group: Full Time
Schedule: M-F 8:30 a.m. to 5 p.m.
Exempt Status: Non-Exempt
Location: 01-MD: Homewood Campus
Department name: 10001468-Office of the Dean
Personnel area: Whiting School of Engineering
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 email@example.com . 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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