Administrative Specialist

Intrastaff•Baltimore, MD

4d•Onsite

About The Position

Johns Hopkins Intrastaff is the internal staffing agency for the Johns Hopkins Health System and partner hospitals, providing temporary support to a variety of the Johns Hopkins locations. Our employees are the strength of our service. Intrastaff is unique because it's one of the very few agencies where a person has the benefit of being a temporary employee and also feels like a member of a large organization. Working at Hopkins means joining a culturally diverse team that includes some of the best nurses, physicians and allied health professionals in the world. Directly or indirectly, you'll have exposure to cutting-edge technology and groundbreaking medical research.

Requirements

Bachelor's degree
Five years related experience providing high level expertise
Excellent writing, organization, attention to details and computer skills
Ability to take the initiative and exercise independent judgment in managing a variety of responsibilities

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.