Administrative Specialist

Jhpiego•Baltimore, MD

About The Position

The Administrative Specialist provides varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making. Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.

Requirements

Bachelor’s degree.
4+ years of progressively responsible administrative experience, with experience working on special projects and assignments.
Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
Calendar Management: Advanced
Financial Administration: Advanced
Interpersonal Skills: Advanced
Meeting Coordination: Advanced
Office Procedures: Advanced
Oral and Written Communications: Advanced
Organizational Skills: Advanced
Report Writing: Intermediate

Nice To Haves

Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis.
For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Responsibilities

Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
Support staff management and team meetings, and provide follow-up on action items.
Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
Assist with planning and conduct of events as needed.
Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.
Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.
Responsible for answering questions, providing guidance, and disseminating information.
Interpret and communicate operating policies.
Proactively identify and assist with the resolution of administrative problems.
Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.
Other duties as assigned.