Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F, 8:30am - 5pm Employee subgroup: Salaried Exempt Location: 41-MD:JH Library Service Center Personnel area: Academic and Business Centers
This position provides expert administrative support to the Director of one of JHU’s research centers located on the Homewood Campus. The Executive Coordinator is proactive, anticipates future needs of the Director, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding environment. Responsibilities include, but are not limited to, answering phones, scheduling appointments and travel, maintaining confidential information, and other administrative tasks. The Executive Coordinator serves an important and visible role, communicating and interacting with senior leadership (including, but not limited to Deans, the Office of the Provost, etc.) and important external clients (such as trustees, alumni, corporate and government officials). The Executive Coordinator will also serve as the administrative coordinator for the research center and provide general support to the faculty and administrative team.
Manage the daily calendar of the Director by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the Director.
Organize high-level meetings with constituencies, as required, and disseminate corresponding meeting materials, as needed.
Keep the Director on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
Make domestic and international travel arrangements with corresponding detailed itineraries and briefings in preparation for donor visits; coordinate travel plans and appointments with relevant stakeholders.
Research and/or compile briefing materials, as needed, for meetings to ensure the Director is fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations, preparing briefings, developing and proposing agenda items and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.
Oversee incoming correspondence and requests for the Director’s attention; triage to other staff members as appropriate; prioritize items that need immediate attention; and prepare and edit letters, memos and other correspondence for the Director. Proofread and edit documents and office communications for approval and signature by the Director.
Obtain a thorough understanding of the systems and databases used by the research center and it’s relevant stakeholders in order to maintain data, compile and/or produce reports, and provide information as requested by the Director.
Serve as Administrative Coordinator for the research center including use and reconciliation of a procurement card, scheduling all-staff meetings and ordering of food, coordinating annual conference events and assisting other administrative units as needed and appropriate.
Represent the Director, the research center, and JHU in a professional manner; exercise administrative judgement; respond to requests in a timely manner; and maintain sensitive and confidential information.
Perform additional duties as assigned.
Bachelor’s degree required. Five years’ experience in providing progressively responsible administrative support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required. Proficiency in Microsoft Office including Outlook, Work, Excel and PowerPoint is preferred. Excellent planning, organizational, communications, phone and interpersonal skills are preferred.
Additional related education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Note: The successful candidate should hold or be able to obtain a TS/SCI clearance
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.