Administrative Specialist

We are seeking a highly skilled Administrative Specialist to provide expert support for the Office of the Vice Dean for Practice and Community Engagement and the Assistant Dean of Community Engaged Research, all within the Bloomberg School of Public Health’s Practice Office. The successful candidate will play a vital role in overseeing and coordinating administrative tasks while offering project support to the deans. The ideal candidate should be professional, autonomous, proactive, organized, and possess project management experience. They will have the opportunity to contribute to a dynamic and evolving Practice Office.

Specific Duties & Responsibilities

• Office of the Vice Dean for Practice and Community Engagement and the Assistant Dean of Community Project and Responsibilities.
• Manage the daily administrative operations of the Practice and Community Engaged Research office, demonstrating flexibility and understanding of the supporting dean's work and changing priorities.
• Serve as the primary point of contact for inquiries directed to the Vice Dean for Public Health Practice and Community Engagement and the Assistant Dean of Community Engaged Research, assisting visitors and key stakeholders by providing guidance, disseminating information, and answering questions.
• Provide project coordination for the Robert Wood Johnson Interdisciplinary Research Fellows Program, the Urban Health Institute, and Dean’s office work.
• Maintain Institutional Review Board (IRB) documents and reporting for the Community Engaged Research office.
• Anticipate the supporting dean's needs by prioritizing incoming work, ensuring timely and effective resolution, and following up on deadlines, drafts, and reminders.
• Proactively resolve issues that may affect the vice dean and the leadership team.
• Prepare the supporting deans for important meetings, presentations, and discussions by assembling relevant materials, reports, and briefings.
• Manage complex calendars, including responding to meeting and call requests in a timely manner, resolving conflicts, and sending reminders and confirmations.
• Staff and track several committees and meetings, ensuring all logistics are handled, such as reserving event/meeting locations, securing AV support, arranging catering, creating agendas, and writing meeting minutes.
• Schedule conferences, banquets, and other special functions, including the Practice Office special events and speaker series.
• Format correspondence and draft announcements, letters, memos, reports, proposals, graphs, slides, articles, and oral presentations.
• Process and submit travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements for the supporting dean.
• Conduct literature searches and serve as a liaison with various groups, vendors, suppliers, government agencies, and funding agencies.
• Create and manage database files to track the supporting dean’s filing and correspondence documentation.
• Process non-employee travel reimbursements, honorarium payments, and invoices related to departmental and reappointment reviews.
• Support special projects and additional tasks as assigned.

Special Knowledge, Skills & Abilities

• Self-motivated, self-starter with a positive attitude and a high degree of professionalism.
• Proven ability to manage competing priorities and work effectively in a complex, fast-paced environment.
• Experience in project management and event planning.
• Strong interpersonal skills to liaise with individuals at all levels, including high-level executives, VIPs, and peers.
• Ability to handle highly confidential and sensitive matters with discretion.
• Exceptional organizational skills and meticulous attention to detail.
• Excellent verbal and written communication skills.
• Outstanding interpersonal, customer service and organizational skills with diverse people including students, faculty, staff, Baltimore and other community leaders and officials.
• Ability to effectively communicate and engage with faculty, staff and university leadership.

• 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.

• Knowledge of JHU systems.

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: Min. $53,300. - $93,500. (Targeted $73,400. Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday to Friday: 8:30am – 5:00pm 
Exempt Status: Exempt 
Location: Hybrid/School of