Administrative Specialist

Johns Hopkins University
United States, Maryland, Baltimore
Feb 07, 2025
The Department of Medicine is seeking an *Administrative Specialistto provide high-level support to the Division Director of Rheumatology, ensuring seamless administrative operations, efficiencies in scheduling, excellent communication and customer service, project management, and organization of divisional initiatives. This position requires excellent writing and computer skills, outstanding organizational skills with an attention to detail, and the ability to take initiative and exercise independent judgment in managing a variety of responsibilities. Specific Duties & Responsibilities* Provide comprehensive administrative support to the Division Director, including managing calendar, scheduling appointments, and ensuring that daily tasks are completed efficiently. Identify scheduling efficiencies, anticipate conflicts, and propose adjustments to maximize the Division Director's availability for high-priority engagements. Maintain high standards of customer service when hosting guests, such as Grand Rounds speakers, prospective new faculty members, high level donors, ensuring a professional and welcoming experience. Communicate effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts Organize and coordinate meetings, major divisional activities and events, faculty meetings, division conferences, symposia and seminars. Prepare and distribute agendas, meeting materials, and follow-up communications, ensuring logistical success. Arrange travel logistics, conference registrations, and accommodations for the Division Director and visiting faculty members. Assist in planning special events, guest lectures, and symposia. Serve as the primary point of contact for the Division Director, managing correspondence, emails, and phone calls. Interface with faculty, administrators, learners, staff and external partners on behalf of leadership with professionalism. Distribute operating policies, announcements, and correspondence by email to all divisional faculty and staff on behalf of Rheumatology leadership. Support the Division Director's projects, including the preparation of reports, presentations, and sponsored/research materials. Track deadlines and project progress and assist in managing special initiatives. Use a variety of software programs to create and organize quality graphs, charts, technical documents, spreadsheets, manuscripts and reports needed by the Division Director or leadership team. Prepare, review, and process confidential documents, including grant applications, faculty evaluations, and promotion dossiers. Maintain accurate filing systems for division-related documents, ensuring confidentiality and quick accessibility. Maintain Division Director's CVs, licensure records, other support page and academic appointment documents. Coordinate annual reviews for faculty who report to the Division Director Support the recruitment and onboarding of faculty and other clinicians in the division. Act as a liaison between division leadership and departmental administrative teams to ensure smooth workflow and alignment with the School of Medicine's policies Keep supervisors, learners, staff and relevant Rheumatology personnel informed of key issues as relevant Other duties and special projects as assigned. Additional Knowledge, Skills and Abilities Ability to prioritize workloads as needed to meet competing deadlines. Adapt to changing priorities and demonstrate problem-solving skills to ensure efficient division operations. Solid knowledge of personal computer software to include Microsoft Office (Word, Excel, PowerPoint, Teams, etc). Outstanding interpersonal and communication skills, as well as excellent writing, editorial and typing skills. Ability to communicate clearly, appropriately, and effectively with team members of all levels. Able to work independently, exercise good judgment, and proactively manage multi-faceted programs and resolve administrative issues. Carry out all duties with a high level of professionalism and represent Rheumatology to internal and external partners. Able to handle sensitive and confidential situations. Knowledge of university policies and procedures, with analytical skills to interpret and apply data and resolve challenges. Minimum Qualifications Bachelor's Degree. Five years related experience providing high level expertise. Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula. Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: $53,800 - $94,400 Annually ($74,100 targeted; Commensurate with experience) Employee group: Full Time Schedule: M - F 8:30a - 5p Exempt Status:Exempt Location:Johns Hopkins Bayview Department name: SOM DOM Bay Rheumatology Personnel area: School of Medicine Total Rewards The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/. Education and Experience Equivalency Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. Applicants Completing Studies Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date. Background Checks The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function. Diversity and Inclusion The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion. Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. EEOis the Law https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf Accommodation Information If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/. Vaccine Requirements Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine.The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/. The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly. The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.