Administrative Specialist (DOM General Admin Chairmans Off)

We are seeking an *Administrative Specialist* who will provide varied administrative support in the Department of Medicine Chairman’s Office ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making. Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.

Specific Duties & Responsibilities

• Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
• Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
• Support staff management and team meetings and provide follow-up on action items.
• Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
• Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
• Assist with planning and conduct of events as needed.
• Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
• Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.
• Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.
• Responsible for answering questions, providing guidance, and disseminating information.
• Interpret and communicate operating policies.
• Proactively identify and assist with the resolution of administrative problems.
• Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.
• Other duties as assigned.

In addition to the duties above

• Will act as a calendar & in-person office backup for the DOM Administrative Office staff.
• Assist the DOM Communications & Marketing Manager with dispersing communications to the Department of Medicine faculty & staff through social media & email platforms.
• Manage the DOM Chairman’s Office email account, responding to requests & correspondence.
• Generate and maintain active DOM-related lists, including computer tracking, supply order tracking, and updating DOM staff & faculty email lists.
• Assist with escorting visiting faculty, creating/adjusting schedules, and serving as the main contact for catering & supply orders.

Minimum Qualifications

• Bachelor's Degree.
• Four years of progressively responsible administrative experience, with experience working on special projects and assignments.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Photography and/or website maintenance experience / Zoom & Teams working knowledge

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Calendar Management - Advanced
• Financial Administration - Advanced
• Interpersonal Skills - Advanced
• Meeting Coordination - Advanced
• Office Procedures - Advanced
• Oral and Written Communications - Advanced
• Organizational Skills - Advanced
• Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: $55,145 - $96,760 Annually ($75,955 targeted; Commensurate w/exp.) Employee group: Full Time Schedule: 4 days in person, 1 day remote FLSA Status: Exempt Location: Hybrid/School of Medicine Campus Department name: SOM DOM General Admin Chairmans Offf Personnel area: School of Medicine