Full Job Description
Purpose of Position:
Position is responsible for providing high-level administrative and project support to the Vice Dean for Humanities and Social Sciences; the Vice Dean for Science and Research Infrastructure; and the Director of Special Projects. This position contributes to the development of processes and procedures, develops and coordinates project protocols, and ensures the smooth implementation of projects in support of key school initiatives. This position also has the overall responsibility for ensuring that assigned projects and administrative matters are handled in a timely, accurate and professional manner.
Essential Duties & Responsibilities
Administrative Support (40%)
Provide administrative support for the Vice Dean for Social Science and Humanities, and the Vice Dean for Science and Research Infrastructure
Provide calendar coordination for the Deans and collaborate with administrative staff of the departments and programs under their purview
Prepare written and e-mail correspondence for review and distribution
Manage and deliver information of a sensitive and confidential nature
Coordinate travel arrangements
Open/screen mail; etc.
Project Support (45%)
Provide project support for the Director of Special Projects
Coordinate special administrative assignments as needed; i.e., new faculty orientation, faculty mentoring and corresponding workshops, women faculty programs, etc.
Coordinate and oversee aspects of high-level projects such as Faculty Force, Target of Opportunity Program, faculty search, leave and promotion processes, etc.
Participate in project meetings, making important contributions to discussions; including providing constituent feedback and offering suggestions for changes and/or corrections
Coordinate and lead meetings, work groups, and/or cross functional task forces for assigned projects:
Present and discuss issues and problems
Facilitate discussions for the purpose of developing plans or identifying solutions to problems
Develop, document and implement standard operating procedures
Collaborate among various departments/units to recommend policy and procedural changes, improve operations, and increase organizational efficiency
Provide special project support to the deanery including:
diversity and inclusion initiatives
fellowships coordination, on-campus graduate student programs, and other faculty programs and events.
Develop spreadsheets or other tracking tools, update websites and data sources (i.e., Interfolio)
Gather, analyze and synthesize data
Compile and produce reports, presentations, executive briefings, summary documents, etc.
Financial Support (10%)
Provide oversight in the development, preparation, projections and reconciliation of program budgets
Oversee and monitor budget and program expenditures,
Reconcile accounts and process expenses, reimbursements, invoices, honoraria and payments
Ensure that expenses are properly documented, allocated, recorded and filed
Special Events Support (5%)
Plan meetings, conferences, symposia, etc.
Assist with special event planning and coordination; i.e.:
finding the best date
contract negotiation with vendors
ordering A/V equipment
taking, transcribing and distributing meeting minutes, etc.
Five years of 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.
3 years of progressively responsible administrative and project management experience.
5-7 years preferred, along with experience in higher education or an executive-level office in support of academic, business, research and/or development operations preferred.
Lead project management experience highly preferred.
Knowledge and Skill:
In-depth knowledge of academic policies, procedures, practices and systems, both within Krieger and JHU
Exceptional interpersonal skills and communication skills, oral and written, as well as a good understanding of internal relationships and workflows
Expert proficiency with standard office equipment and software (i.e. Excel, Word, PowerPoint, Outlook, Adobe)
Working knowledge and advanced experience with internal Hopkins data capture and analysis systems, including SAP, Interfolio, COEUS, etc.
Must be very organized and able to work independently and proactively with limited supervision
Requires the ability to research, gather and analyze data, compile and synthesize information and draft suggested correspondence, presentations, and reports
Excellent time management skills and the ability to work well under pressure while handling multiple, shifting, high, and competing priorities
Ability to anticipate the needs of assigned principals and use discretion and sound judgment in independent decision-making
Ability to work with stakeholders at all levels of the university - both internal and external
Ability to maintain confidentiality and professionalism
Internal and External Contacts:
Vice Dean for Social Sciences and Humanities - exchange information; collaborative interaction; provide administrative and project management support
Vice Dean for Natural Sciences - exchange information; collaborative interaction; provide administrative and project management support
Director of Special Projects - exchange information; collaborative interaction; provide project management support
Department Chairs and Administrators - exchange of information; collaborative interaction; foster collegiality; provide guidance and support during project implementation
Homewood Academic Council - exchange of information; collaborative interaction
JHU Sr. Staff - exchange information; collaborative interaction
Finance [KSAS & Central] - exchange information
Faculty/Staff [KSAS, WSE & JHU] - exchange information; collaborative interaction; provide guidance and support during project implementation
Vendors - exchange information and negotiate/influence; collaborative interaction; plan and coordinate events
School Mission Statement and Core Values
The mission of the Zanvyl Krieger School of Arts and Sciences is discovery—the creation of new knowledge through research and scholarship, and the education of our students, undergraduate and graduate alike, through immersion in this collaborative process. The school's unique character above all derives from its commitment to choose carefully what is worth pursuing and to do so without compromise.
Classified 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: 10001346-Dean Office of
Personnel area: School of Arts & Sciences
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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