Finance Projects & Administrative Specialist

We are seeking a Finance Projects & Administrative Specialist who will support the Vice Dean for Finance & Administration (VDFA) in the School of Medicine by providing financial and project management support, ensuring the efficient execution of key initiatives, and overseeing and coordinating administrative functions. The person in this role will work collaboratively across the University to support high-level strategic planning and initiatives within the Office of the VDFA. The role requires the ability to provide detailed project management support and leadership for a variety of initiatives. This leadership includes the ability to prioritize competing demands and foster collaboration among team members and stakeholders to ensure successful project completion within the allotted time frame. They must be able to diligently manage project resources, timelines, budgets, track milestones and deliverables, and produce high-quality written reports and presentations. Additionally, experience or exposure to financial management practices is highly preferred, including familiarity with budgeting, financial reporting, and/or collaborating with finance teams. Candidates with prior involvement in financial processes or supporting financial initiatives are strongly encouraged to apply.

This highly visible role requires professionalism, autonomy, strong organizational skills, and the ability to balance multiple priorities in a fast-paced environment. The ideal candidate must be proactive, detail-oriented, and capable of managing competing tasks while fostering the core values of the Johns Hopkins University School of Medicine.

Specific Duties & Responsibilities

Project Coordination & Operational Support 

• Serve as a project manager on complex, mission-based projects across the Office of the VDFA.

• Flex into various roles as needed, sometimes managing projects fairly autonomously, and sometimes supporting and enabling the work other members of the VDFA’s team, or other project managers throughout SOM Finance and Administration.
• Organize, prioritize, and track project progress to ensure key deliverables and deadlines are met.
• Support senior staff/leadership with larger, more complex projects as needed.
• Draft and format correspondence, reports, proposals, and presentations.
• Support the development and execution of sustainable operational processes, including document storage and workflow efficiencies.
• Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and arranging catering.
• Send agendas and other meeting materials in advance of the meeting, confirm attendance, take minutes, and assume responsibility for monitoring all aspects of projects to completion.
• Organize, prioritize, and track the developmental progress of assigned projects to ensure that project requirements and other project goals are met.
• 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.
• Facilitate communication with key stakeholders on collaborative projects, meetings and events.

Administrative Management

• Manage a complex calendar for the VDFA, including responding to meeting and call requests promptly, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts, and sending meeting reminders and confirmations.
• Prepare the VDFA for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings.
• Prepare reports and briefings as necessary.
• Manage all domestic and international travel arrangements and itineraries including securing visas when required and air, train, shuttle/rental car, and hotel accommodations.
• Monitor, track, and report all expenditures per JHU and departmental policies.
• Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage travel card expenses in a timely fashion.
• Responsible for answering questions, providing guidance, and disseminating information as directed by the VDFA.
• Provide administrative support for other members of the Office of the VDFA on an ad hoc basis.

Other Administrative Duties

• Anticipate needs by prioritizing incoming work to ensure timely and effective resolution and follow up with deadlines, drafts, reminders.
• Demonstrate responsiveness, critical thinking, and sound judgement.
• Proactively resolve issues that may affect the VDFA and the leadership team.<