Administrative Specialist

The Johns Hopkins University is seeking an Administrative Specialist who will provide high-level administrative support for the Director and Faculty in the Department, ensuring effective organization and communication while managing a variety of complex tasks. The ideal candidate will demonstrate strong organizational skills, proactive problem-solving, and a high level of discretion and professionalism.

Specific Duties & Responsibilities

Calendar and Meeting Management:

• Manage the Director's daily and long-term calendar, ensuring timely responses to meeting requests and scheduling conflicts.
• Coordinate complex meeting logistics, including in-person, hybrid, and virtual formats. This includes securing locations, AV support, and catering services.
• Resolve scheduling conflicts in advance, considering travel time and meeting priorities.
• Send meeting reminders, confirmations, and agendas. Record attendance, take detailed minutes, and monitor follow-up actions.
• Prepare the Director for meetings, presentations, and travel by assembling relevant materials in advance.
• Draft, edit, and format correspondence, reports, proposals, memos, and presentations to departmental standards.
• Handle sensitive and confidential materials with the highest level of discretion.
• Act as a liaison between the Director, Faculty, and other internal and external stakeholders to ensure effective communication and collaboration.
• Assist in planning and executing departmental events such as seminars, conferences, and special meetings.
• Serve as a search coordinator for faculty recruitment, managing communications, schedules, and candidate materials.
• Track the progress of assigned projects, maintaining files, data entry, and monitoring deadlines.
• Facilitate the faculty annual review process, ensuring materials are organized and submitted on time.
• Arrange domestic and international travel for the Director and Faculty, including flights, accommodations, transportation, and itineraries.
• Process travel reimbursements, online payments, purchase orders, and other expense documentation in compliance with institutional policies.
• Maintain and update the department’s website, ensuring accurate and current content.
• Manage internal communications, including announcements, invitations, and other departmental correspondence.
• Provide backup support for the Senior Academic Program Coordinator, ensuring continuity of operations when needed.
• Support departmental faculty and staff on an ad hoc basis, as assigned by the Director.
• Maintain and foster institutional and external relationships, serving as the main point of contact for various stakeholders.

Knowledge, Skills, and Abilities

• Self-motivated, focused, positive attitude, flexible, professional and proactive.
• Can manage competing priorities and work in a complex, fast-paced, demanding environment.
• Will liaise with people at all levels, including high-level executives, VIPs, and peers.
• Will be tasked to handle highly confidential and sensitive matters in a discrete and appropriate manner
• Have strong organizational skills and meticulous attention to detail.
• May be needed to work flexible hours at times, based on project needs.
• Excellent verbal and written communication skills.
• Able to take initiative and be proactive with workload and meet deadlines.
• Able to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Experience with SAP, Concur, Zoom and Microsoft Teams.
• On a regular and continuous basis, exercises independent judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs and quality of service both within and external to the Department.

• Bachelor's Degree.
• Five years in providing high level expertise.
• Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

• Experience supporting executive professionals.
• Experience with project coordination and meeting/event planning.
• Five years of progressively responsible experience in high-level administrative work.

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually ($70,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F; 37.5hrs 
Exempt Status: Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​S