"Administrative Specialist"

The Department of Neurology is seeking an Administrative Specialist to support the BIOS CTCC (Clinical Trials Coordinating Center), which manages multi-center, 20+ million dollar federally funded clinical trials and multiple site-specific pharmaceutical sponsored trials. This position provides support to division leadership. 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.

This position serves as the main administrative support and provides project coordination for the division directors of BIOS CTCC. This individual, under limited supervision, provides executive administrative support, works independently to manage projects and tasks of the division directors. The position is responsible for confidential and non-confidential communication with university representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), public and private business entities, faculty, staff, students, and patients. Confidentiality and professionalism must be maintained, along with the ability to manage multiple tasks with competing priorities and timelines and build positive working relationships with internal and external clients/contacts. Duties require comprehensive knowledge of organizational policies and operations and the ability to resolve complex administrative problems independently. Organizational coordination is required for high-volume consultation activities and speaking engagements, international trial leadership activities, NIH supported networks, and ICTR research center activities.

We are looking for a resourceful individual with good problem-solving skills, organization skills, and the ability to prioritize tasks. We value interest in continuous learning of new competencies to excel at the position and flexibility to work independently and as part of a team.

Specific Duties & 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.
• Staff management and team meetings, and 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 members.
• 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.
• Perform other duties as requested.

Technical Qualifications and Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills and Expected Level of Proficiency

• 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

Minimum Qualifications

• Bachelor's Degree.
• Four years of progressively responsible administrative experience, with experience working on special projects and assignments
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,800 - $94,400 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 8:30 am - 5:00 pm
FLSA Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Neuro BIOS
Personnel area: School of Medicine