Administrative Specialist (Mental Health)

Johns Hopkins University•Baltimore, MD

16h•$53,800 - $94,400•Onsite

About The Position

We are seeking an Administrative Specialist who will provide varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high-level expertise and independent decision-making. This role involves working on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. The specialist will lead or assist with ad-hoc or recurring projects, requiring significant collaboration and coordination with others within and outside of the unit, and extensive knowledge of the organization. The Administrative Specialist provides administrative support to the department Chair, faculty, and administrative staff; coordinates and leads special projects and departmental initiatives. They will collaborate with administrative staff to organize events and coordinate with communications staff for internal communications. Additionally, the role involves coordinating with the Dean’s office, and coordinating and managing faculty appointments and promotions, working closely with the Dean’s office, the departmental Faculty Development Committee, and the Chair. The specialist will manage the Chair’s workflow, scheduling, correspondence, travel, and travel reimbursement, and support the implementation of the departmental strategic plan. They will coordinate departmental Steering Committee, Community Engagement committee, Innovations committee, and all advisory groups. The role also supports the coordination of manuscripts, grant proposals, and records control in the Chair’s office, and leads special initiatives and projects for the Chair.

Requirements

Bachelor's Degree.
Four 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

Ability to manage multiple projects simultaneously
Ability to develop and maintain relationships with faculty, staff, students, and guests as a reflection of the Chair’s office
Outstanding writing skills
Experience using of surveying tools: Qualtrix and/or Microsoft Forms

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.
Administrative support to department Chair, faculty and administrative staff; coordinates and leads special projects and departmental initiatives.
Collaborates with administrative staff to organize events; coordinates with communications staff for internal communications.
Coordinates with Dean’s office; coordinates and manages faculty appointments and promotions working closely with the Dean’s office, the departmental Faculty Development Committee, and the Chair.
Manages chair’s workflow, scheduling, correspondence, travel, and travel reimbursement; supports implementation of departmental strategic plan.
Coordinates departmental Steering Committee, Community Engagement committee, Innovations committee, and all advisory groups.
Supports coordination of manuscripts, grant proposals, and records control in the Chair’s office.
Leads special initiatives and projects for the Chair.