The Operations Specialist (OS) will provide complex administrative and project support for the Department of Biomedical Engineering at Johns Hopkins University (JHU), and will assist the Department Administrator in keeping operations running efficiently. This position will represent the department as appropriate in communicating professionally with faculty, administrators, staff, and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed. The OS will interpret operating policies of the University and exercise independent judgment in the resolution of administrative issues.
The Operations Specialist also provides independent professional support to BME in the functional areas of employee relations, talent acquisition, talent management, training, compensation/benefits administration, communications, and payroll. The position is responsible for ensuring the timely and accurate processing of payroll and other related processes. The OS will determine appropriate solutions to payroll and accounting problems resulting from payroll transactions.
This position is responsible for confidential and non-confidential communication of all types, and using diplomacy and discretion in representing the Administrator and the Department to a wide range of internal and external contacts.
Specific Duties and Responsibilities:
Oversees the smooth functioning of the Departments' administrative operations to include support staff supervision, and facilitating communication within the rest of the department and other parts of the organization.
Develops and oversees various high-level projects through to completion. Determine appropriate course of action based on a thorough understanding of desired outcomes, expectations, and timelines. Manage non-routine projects that require coordination between various offices reporting to the Administrator.
Supervises administrative coordinator(s) and payroll support staff in the Department. Responsible for hiring and firing, training, performs annual evaluations; employee relations; establishes priorities when needed; oversees their work.
Oversees the timely and accurate processing of payroll and other related processes. Determines appropriate solutions to payroll and accounting problems resulting from payroll transactions.
Recommends and develops new administrative processes and workflows as needed to ensure smooth operation in the office. Makes decisions and establishes work priorities on essential operations.
Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of the Department.
Anticipates and problem-solves issues and concerns impacting the Administrator and the Department. Triages issues and requests directed to the Administrator and handles them accordingly.
Oversees logistics for renovation projects of departmental spaces including review of costs of equipment and services needed in order to reduce expenses for the department. Work with the SOM/WSE Design and Construction offices to maintain space database.
Manage major activities and social events. Assumes responsibility for planning and executing all aspects of key events, including site selection, vendor negotiation and payment, registration, pre and post event communications, budget management involving non-sponsored accounts, travel arrangements and reimbursements, along with onsite staffing.
Provides administrative support as needed for various departmental executive committees. Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiates, develops and prepares agendas; and prepares and distributes materials.
Provides follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of the meeting, prepares handbooks and procedures manuals. Tracks filing and correspondence documentation.
Prepares executive level monthly reports and summaries for management. Uses a variety of software programs to create and organize quality graphs, charts, technical documents, tables, spreadsheets, manuscripts and reports needed. Composes and/or prepares documents for content, quality, and style, turning rough drafts into finished documents.
Attends meetings and work groups on behalf of the Administrator as the need arises.
Anticipates thinking to fully support the Administrator's needs, and provides additional administrative support as required.
Maintains confidentiality of documents and files.
Ability to speak publicly and provide presentations as required.
Other duties as assigned.
Minimum Qualifications (Mandatory):
Five years in providing high level expertise.
Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Five years related experience, preferably in university/medical environment.
Supervisory experience preferred. Must be familiar with JHU and JHMI policies and procedures.
Final applicant for this position may be required to complete skills assessments appropriate to position description.
Special Knowledge, Skills & Abilities:
The ability to act proactively, independently and exercise good judgment.
The ability to think creatively in order to manage various complex projects and someone who can work with multiple interruptions and still stay on task.
The person must be able to perform duties without direct supervision or guidance on a regular basis.
The position also requires someone with the ability to communicate in a highly professional manner; clearly, appropriately, and effectively with at all institutional levels.
Team player committed to responsiveness with excellent customer service skills.
Project management and time management classes are highly recommended.
Outlook, Word, PowerPoint, Excel, Adobe as well as web-publishing software are all programs to be used or potentially used with this position.
Two to three coordinators
Manage, reconcile and approve expenses for department's operations budget (approx. $20k/yr)
Classified Title: Administrative Specialist Working Title: Operations Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10001485-Department of Biomedical Engineering Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.