Administrative Specialist (Peabody Dean's Office)
About The Position
The Administrative Specialist provides varied administrative support, ranging from standard to complex, for an individual, group, and/or unit. The role requires high-level expertise, independent decision-making, research, initiative, independent discretion, and specialized knowledge. The specialist leads or assists with ad-hoc and recurring projects and collaborates and coordinates extensively with people inside and outside the unit, drawing on extensive knowledge of the organization. The position supports the Peabody Dean's Office through calendar and meeting management, meeting preparation and follow-up, staff and team meeting support, project contributions, event planning, office management, financial and travel-related processing, information gathering and report production, and communication of policies and guidance. It also involves anticipating departmental needs, resolving administrative issues proactively, and maintaining knowledge of department goals, standards, policies, procedures, and relevant school/division departments.
Requirements
- Bachelor's degree.
- Four years of progressively responsible administrative experience, including experience working on special projects and assignments.
- Highly proficient with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
- Advanced proficiency in calendar management, financial administration, interpersonal skills, meeting coordination, office procedures, oral and written communications, and organizational skills.
- Intermediate proficiency in report writing.
- Additional education may substitute for required experience, and additional related experience may substitute for education beyond a high school diploma or equivalent, as permitted by the JHU equivalency formula.
Responsibilities
- Independently manage complex calendars and meeting schedules in response to shifting priorities.
- Prepare for meetings, presentations, and discussions by gathering key details to facilitate timely responses and task management.
- Support staff management and team meetings and follow up on action items.
- Prioritize incoming work, anticipate departmental needs, and follow up on deadlines, drafts, and reminders to ensure timely resolution.
- Lead or significantly contribute to recurring or ad-hoc projects, including supporting or guiding other staff.
- Assist with planning and conducting events as needed.
- Perform general office management, including assisting with space issues, room reservations, and technology needs.
- Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.
- Locate and compile information and format and produce reports, graphs, tables, records, and other information sources.
- Answer questions, provide guidance, and disseminate information.
- Interpret and communicate operating policies.
- Proactively identify and help resolve administrative problems.
- Maintain high-level knowledge of department goals, standards, policies, and procedures, including familiarity with other school/division departments.
- Perform other duties as assigned.
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What This Job Offers
Career Level
Mid Level
