The Administrative Specialist serves as the administrative coordinator for the Center and provides general support to the faculty and staff as directed by the Assistant Director of Finance and Administration. The Administrative Specialist is proactive, anticipates future needs of the Director, Deputy Director and Assistant Director of Finance & Administration. He/she demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding environment. The Administrative Specialist serves an important and visible role, communicating and interacting with the University’s senior leadership (including, but not limited to Deans, the Office of the Provost, etc.) and important external clients (such as trustees, alumni, corporate and government officials). This position provides expert administrative support to senior leadership at the Human Language Technology Center of Excellence.
Reports to: The Assistant Director of Finance & Administration
Under the direction of the Director and Deputy Director:
Manage the daily calendar of the Director by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the Director.
Organize high-level meetings with constituencies, as required, and disseminate corresponding meeting materials, as needed.
Keep the Director on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
Make domestic and international travel arrangements with corresponding detailed itineraries and briefings in preparation for donor visits; coordinate travel plans and appointments with relevant stakeholders.
Research and/or compile briefing materials, as needed, for meetings to ensure the Director is fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations, preparing briefings, developing and proposing agenda items and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.
Oversee incoming correspondence and requests for the Director’s attention; triage to other staff members as appropriate; prioritize items that need immediate attention; and prepare and edit letters, memos and other correspondence for the Director. Proofread and edit documents and office communications for approval and signature by the Director.
Obtain a thorough understanding of the systems and databases used by the Center and it’s relevant stakeholders in order to maintain data, compile and/or produce reports, and provide information as requested by the Director.
As SCALE Coordinator, directly coordinate and manage all administrative and logistical tasks for the 10-12 week Summer Camp for Applied Language Exploration (SCALE). This includes handling travel and visa arrangement for 50-100 participants (foreign and domestic), printing and preparing program workshop materials, hosting an orientation session to familiarize participants with the HLTCOE and its facility, working with IT and HR to setup user and payroll accounts, and being the central point of contact for SCALE leads and participants on all program activities.
Prepare and edit programming briefing materials and reports for use by the Director and Deputy Director for donor and business development purposes
Under the direction of the Assistant Director of Finance & Administration:
Process travel expense reports, shopping carts, and online payment requests and track through completion via SAP.
Conduct price comparisons, obtain quotes, and prepare justifications for vendor selection.
Open/maintain shared HLTCOE areas including a lounge, several conference rooms, kitchen and storage rooms.
Perform monthly reconciliation of sponsored and non-sponsored expenditures, including gathering supporting documentation. Identify, research, resolve issues.
Maintain and reconcile a procurement card for use in ordering office supplies, food and pantry stock.
Maintain/stock beverage refrigerator, water coolers, coffee machines and related products.
Answer calls on the Center’s main line and resolve/forward voicemails for resolution by the appropriate party.
Serve as SCALE Coordinator: Assist with administrative planning, coordination, and implementation of the SCALE workshop, communicate with participants, plan/coordinate SCALEdown refreshments and activities, coordinate lunch orders.
Check mail room for mail and packages and distribute to COE Staff. Order and maintain office supplies.
Assist with the maintenance and time-keeping of student and casual workers, including collecting timesheets and entering their hours in the time-keeping system.
Keep current telephone listings, seating chart, organization chart.
Maintain administrative files, both paper and electronic.
Maintain administrative information on the Center’s website.
Schedule meetings as directed using Outlook, reserve conference rooms, and attend meetings/distribute notes as directed.
Five years in providing high level expertise.
Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Special Knowledge, Skills & Abilities:
Experience in providing progressively responsible administrative support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required.
Proficiency in Microsoft Office including Outlook, Work, Excel and PowerPoint is preferred.
Excellent planning, organizational, communications, phone and interpersonal skills are preferred.
Must be a U.S. Citizen
Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F, 8:30 - 5pm Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 50000252-Center of Excellence Personnel area: Academic and Business Centers
The successful candidate(s) for this position will be subject to a pre-employment background check.
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