Administrative Specialist, Office Dean​/CEO

Pay $52230.00 / year

Employment type

Full-Time

Req#: 109689

We are seeking an Administrative Specialist who will be working in the School of Medicine Office of the Dean/CEO will support the Chief of Staff (CoS)/Senior Advisor to the Dean/CEO. The primary responsibilities of this important and highly visible role will be to oversee and coordinate administrative work, and to provide project support for the Chief of Staff/Senior Advisor. The administrative specialist must be professional, autonomous, proactive, organized, able to balance competing tasks and priorities, and possess significant project coordination experience.

Specific Duties & Responsibilities

Calendar Management

• Manage a complex calendar for the Chief of Staff/Senior Advisor, including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts, and sending meeting reminders and confirmations.
• Meetings and calls often include multiple senior leaders and may require urgent or immediate turnaround.
• Prepare the CoS 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.
• Assist in maintaining CoS’s activities with external organizations.
• Responsible for answering questions, providing guidance, and disseminating information as directed by the CoS
• Provide administrative support for other members of the Office of the Dean/CEO on an ad hoc basis.

Project Coordination

• Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and ordering catering.
• The administrative specialist will also send agendas and other meetings 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.
• Maintain all files and data entry for assigned projects.
• Manage communications including formatting correspondence and preparing first drafts of announcements, letters and memos. Also, 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.

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 CoS and the leadership team.
• With guidance from the Executive Operations Manager for the Office of the Dean/CEO, support administrative workflows as needed to optimize daily operations of the administrative staff within the Office of the Dean/CEO, while promoting a culture of efficiency, communication and teamwork.
• Serve as a search coordinator for recruitment of Dean’s Office senior leadership roles.
• Foster institutional and external relationships.
• Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the Dean/CEO.
• Other tasks and special projects as assigned.
Minimum Qualifications
• 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.
Preferred Qualifications

Special Knowledge, Skills & Attributes

• Self-motivated, focused, positive attitude, flexible, professional and proactive.
• Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
• Experience with project coordination and meeting/event planning.
• Ability to liaise with people at all levels, including high-level executives, VIPs, and peers.
• Ability to handle highly confidential and sensitive matters in an appropriate manner.
• Strong organizational skills and meticulous attention to detail.
• Minimal weekend or evening hours required for time-sensitive issues.
• Excellent verbal and written communication skills.
• Ability to take initiative and be proactive with workload and meet deadlines.
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Experience with…