Administrative Specialist

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. 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.

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.
• 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.

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.

Preferred Qualifications

Technical Qualifications & Specialized Certifications

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

Technical Skills & 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

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,800 - $94,400 Annually ($75,995 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 8:30a - 5p
FLSA Status: Exempt
Location: Hybrid/Johns Hopkins Bayview
Department name: SOM DOM Bay Geriatric Medicine
Personnel area: School of Medicine