We are seeking an

• _Administrative Specialist_
• who will provide varied administrative support in the Department of Medicine Chairman's Office ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making.

Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.

• Specific Duties & Responsibilities
• + Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.

+ Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.

+ Support staff management and team meetings and provide follow-up on action items.

+ Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.

+ Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.

+ Assist with planning and conduct of events as needed.

+ Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.

+ Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.

+ Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.

+ Responsible for answering questions, providing guidance, and disseminating information.

+ Interpret and communicate operating policies.

+ Proactively identify and assist with the resolution of administrative problems.

+ Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.

+ Other duties as assigned. _In addition to the duties above_

+ Will act as a calendar & in-person office backup for the DOM Administrative Office staff.

+ Assist the DOM Communications & Marketing Manager with dispersing communications to the Department of Medicine faculty & staff through social media & email platforms.

+ Manage the DOM Chairman's Office email account, responding to requests & correspondence.

+ Generate and maintain active DOM-related lists, including computer tracking, supply order tracking, and updating DOM staff & faculty email lists.

+ Assist with escorting visiting faculty, creating/adjusting schedules, and serving as the main contact for catering & supply orders.

• Minimum Qualifications
• + Bachelor's Degree. + Four years of progressively responsible administrative experience, with experience working on special projects and assignments. + 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
• + Photography and/or website maintenance experience / Zoom & Teams working knowledge
• Technical Qualifications & Specialized Certifications
• + Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
• Technical Skills & Expected Level of Proficiency
• + Calendar Management
• Advanced + Financial Administration
• Advanced + Interpersonal Skills
• Advanced + Meeting Coordination
• Advanced + Office Procedures
• Advanced + Oral and Written Communications
• Advanced + Organizational Skills
• Advanced + Report Writing
• Intermediate _The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

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Classified Title:

Administrative Specialist Role/Level/Range:

ATP/03/PC

Starting Salary Range:

$55,145

• $96,760 Annually ($75,955 targeted; Commensurate w/exp.

) Employee group:

Full Time Schedule:

4 days in person, 1 day remote

FLSA Status:

Exempt Location:

Hybrid/School of Medicine Campus Department name: SOM DOM General Admin Chairmans Offf Personnel area: School of MedicineEqual 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.