Principal Administrative Specialist

Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine—strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients.

Johns Hopkins University supports a flexible work model which includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of three days per week. The manager will confirm the team’s core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days.

The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Constituent Relations and 3) Finance and Administration.

As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels.

Reporting directly to the Sr. Director of Administration and Operations, this position serves as the chief representative and point of contact for the Associate Dean.

The Principal Administrative Specialist will deal regularly with highly sensitive, privileged and confidential information. Is expected to maintain the highest degree of professionalism and trust on the telephone, in person, via electronic communication, and must be able to prioritize and multitask based on changing needs and situations. Duties include coordinating and performing a broad range of administrative duties in a fast-paced environment for the Associate Dean for Development and Alumni Relations.

Will coordinate, execute, and facilitate all responsibilities of the Associate Dean for Development and Alumni Relations, including scheduling, monitoring, and tracking projects, travel, preparing correspondence to donors, prospects, and constituents, and composing and editing reports and other written materials on behalf of the Associate Dean. Ensure the smooth and efficient operation of the department as a whole and be the outward facing, professional representative of the Associate Dean for Development and Alumni Relations and the department. Will be both a big-picture and a detail-oriented team player who is committed to timely high-quality outputs, responsiveness and customer service.

We are seeking a Principal Administrative Specialist who will support the mission of the Office of External Affairs by providing exceptionally complex and confidential support directly to the Associate Dean for Development and Alumni Relations.

Key responsibilities: 

Supporting the Associate Dean for Development and Alumni Relations (75%)

• Represent the Associate Dean with the University, School, donors, prospects, organizations, agencies, and groups; manage special projects on behalf of the Associate Dean; and ensure that the Associate Dean is fully prepared for meetings by proactively compiling research on meeting content, agendas, and subject matters, as well as inviting participants.
• Oversee the maintenance of the Associate Dean calendars, coordinates meetings and committees, schedules appointments, resolves scheduling conflicts, and prioritizes requests.
• Coordinates scheduling, development and distribution of the monthly departmental meetings.
• Carries out critical and strategic projects in conjunction with other team or committee members, including developing plans, timelines and milestones; identifying and communicating alternatives and making recommendations regarding appropriate courses of action based on thorough understanding of desired outcomes, expectations and timelines.
• Anticipates and problem-solves issues and concerns impacting the Associate Dean
• Manages communications from the Associate Dean and the department. Prepares/oversees drafts of communications, announcements, letters and memos.
• Responsible for generating presentations, preparing briefings, developing meeting agendas and taking minutes, conducting necessary follow-ups, and briefing the Associate Dean.
• Assist the Associate Dean with budget management and tracking, ensuring accurate and timely financial reporting.
• Demonstrated ability to work productively independently and as part of a team.
• Must be solution-oriented and have well developed organizational skills, advanced communication skills, excellent problem-solving skills, time management skills and experience managing multiple projects/tasks with