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We are seeking an **_Administrative Specialist_** who will provide expert support for the Office of the Vice Dean for Faculty, Bloomberg School of Public Health (BSPH). The primary responsibilities of this important and highly visible role will be to support and coordinate key activities for the vice dean for faculty, particularly support for activities related to faculty success. The administrative specialist must be professional, autonomous, proactive, organized, and possess project management experience. Project responsibilities comprise the majority of the role’s responsibilities.

Specific Duties & Responsibilities

_Office of the Vice Dean for Faculty Responsibilities_

+ Daily management of the Office of the Vice Dean for Faculty. This decision-making process is performed daily and requires flexibility and an understanding of the vice dean’s work and shifting priorities.

+ Anticipate the vice dean’s needs and ongoing responsibilities by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. Proactively resolve issues that may affect the vice dean and the leadership team.

+ Prepare the vice dean for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings. Prepare reports and briefings as necessary.

+ Manage a complex calendar including responding to meeting and call requests in a timely manner, resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants (including executives with challenging schedules) and require urgent or immediate turnaround.

+ Serve as primary source of information for the Office of the Vice Dean for Faculty inquiries; assist visitors and key stakeholders. Responsible for answering questions, providing guidance, and disseminating information as directed by the vice dean.

+ Manage communications from vice dean including formatting correspondence and preparing first drafts of announcements, letters and memos. Also, assist in the creation of reports, proposals, graphs, slides, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents

+ Supervise student workers and potentially one staff position as needed.

_Specific Project duties under Vice Dean for Faculty_

+ Staffing faculty senate needs including logistics for monthly meetings, coordinating elections, producing and maintaining meeting minutes and information dissemination, drafting announcements, providing subcommittee administrative support.

+ Administratively lead the school’s new faculty ranking structure and multiple projects resulting form the changes in faculty ranks. Including: reporting of data, oversight in BSPH’s Faculty Information Systems and Interfolio.

+ Developing content and managing faculty office web and Sharepoint sites.

+ Coordinate the school’s annual faculty leadership training program.

+ Organize the announcement, organization and evaluation of the school’s twice-yearly early career faculty writing retreats.

+ Organize the announcement, organization and evaluation of the faculty biannual “writing accountability groups.”

+ Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and ordering catering. The administrative specialist will also send agendas and other meetings in advance of the meeting, confirm attendance, take minutes, and assume responsibility for monitoring all aspects of projects to completion.

+ Develop and Maintain faculty orientation materials (sharepoint and courseplus websites) and facilitate new faculty engagement with orientation materials.

_Other duties_

+ Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements in a timely fashion.

+ Assist in maintaining vice dean's activities with national societies, research projects and scholarly publications and presentations.

+ Serve as primary source of information for the Office of the Vice Dean for Faculty inquiries; assist visitors and key stakeholders. Responsible for answering questions, providing guidance, and disseminating information as directed by the vice dean.

+ Assist Vice Dean of Faculty with research as assigned.

+ Other tasks and special projects as assigned.

Special Knowledge, Skills & Abilities

+ Self-motivated, focused, positive attitude, flexible, professional and proactive.

+ Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment.

+ Experience with project management and meeting/event planning.

+ Ability to liaise with people at all levels, including high-level executives, VIPs, and peers.

+ Ability to handle highly confidential and sensitive matters in an appropriate manner.

+ Strong organizational skills and meticulous attention to detail.

+ Available to attend meetings and events occasionally outside of regular working hours.

+ Excellent verbal and written communication skills.

Minimum Qualifications

+ Bachelor's Degree.

+ Five years in providing high level expertise.

+ Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

+ Multiple years in providing high level expertise.

Classified Title: Administrative Specialist

Job Posting Title (Working Title): Administrative Specialist

Role/Level/Range: ATP/03/PC

Starting Salary Range: $53,800 - $94,400 Annually (Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday to Friday: 8:30am – 5:00pm

FLSA Status: Exempt

Department name: 10001017-Graduate Education and Research

Personnel area: School of Public Health

The listed salary range represents the minimum and maximum Johns Hopkins University offers for this position, based on a good faith estimate at the time of posting. Actual compensation will vary depending on factors such as location, skills, experience, market conditions, education, and internal equity. Not all candidates will qualify for the highest salary in the range.

Johns Hopkins provides a comprehensive benefits package supporting health, career, and retirement. Learn more: https://hr.jhu.edu/benefits-worklife/.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf