Administrative & Project Specialist, Office of Vice Dean for Research
Johns Hopkins University
Application
Details
Posted: 14-Jan-25
Location: Baltimore, Maryland
Internal Number: 116917-en_US
We are seeking an Administrative & Project Specialist, Office of Vice Dean for Researchwho will be working in the School of Medicine, Office of the Vice Dean for Research will provide executive level administrative support for the Office of the Vice Dean for Research and the Director of the inHealth Precision Medicine program. The primary responsibilities of this important and highly visible role will be to oversee and coordinate administrative work as well as provide project support for both the vice dean for research and for the Director of in Health Precision Medicine. The administrative and project specialist must be professional, autonomous, proactive, organized, and possess project management experience.
Specific Duties & Responsibilities
Daily management of the Office of the Vice Dean for Research. This decision-making process is performed daily and requires flexibility and an understanding of the vice dean?s work and shifting priorities.
Anticipate the vice dean?s and inHealth Precision Medicine program director?s needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. Proactively resolve issues that may affect the vice dean and the leadership team.
Prepare the vice dean and inHealth Precision Medicine program director for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings. Prepare reports and briefings as necessary.
Manage complex calendars including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, taking time zone differences into account (for conference calls), resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants (including executives with challenging schedules) and require urgent or immediate turnaround.
Schedule conferences, banquets, and other special events for the vice dean?s and inHealth Precision Medicine program director?s visitors. This may require sensitivity around the needs and customs of foreign visitors.
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.
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. Also, create briefings and folders for each trip that contain important documents and materials related to travel, lodging, airline, shuttle, meeting agendas, conference schedules, etc.
Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage travel card expenses in a timely fashion.
Searches bibliographic literature and network databases for information; serves as a liaison with other hospital and university groups, vendors and suppliers, government agencies and funding agencies.
Serve as primary source of information for the Office of the Vice Dean for Research inquiries; assist visitors and key stakeholders. Responsible for answering questions, providing guidance, and disseminating information as directed by the vice dean.
Screen all phone inquiries for the vice dean. Assist the individuals when appropriate to alleviate the vice dean from handling unnecessary calls and refers international calls to the appropriate person.
Process all mail received by the vice dean including drafting response letters when appropriate, obtaining background information relating to correspondence where applicable, and deciding when correspondence can be referred to another member of the staff.
Foster institutional and external relationships. Collaborate and liaise extensively with a variety of individuals on critical matters.
Other tasks and special projects as assigned.
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 and project specialist will 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.
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 Vice Dean for Research and Director of the inHealth Precision Medicine program.
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 JHM leadership roles.
Other tasks and special projects as assigned.
Reporting Relationship
This position reports to the Deputy Chief of Staff in the School of Medicine, Office of the Dean/CEO and may be assigned tasks by the manager on occasion.
The position will be highly accountable to the needs of their assigned senior leaders.
Special Knowledge, Skills & Abilities
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 management 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
Available to attend meetings and events outside of regular working hours
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.
Proficiency in Microsoft Teams, Microsoft Excel and PowerPoint
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
Experience with reimbursement/accounting software (ex. SAP, Concur).
Classified Title: Administrative Specialist Job Posting Title (Working Title): Administrative & Project Specialist, Office of Vice Dean for Research Role/Level/Range: ATP/03/PC Starting Salary Range: $53,800 - $94,400 Annually ($85,000 targeted; Commensurate with experience) Employee group: Full Time Schedule: Monday - Friday 8:30 AM - 5:00 PM Exempt Status: Exempt Location: Hybrid/School of Medicine Campus Department name: ???????SOM Admin Res General Administration Personnel area: School of Medicine
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.