The Administrative Specialist provides varied administrative support ranging from standard to complex for the Global Programs and Technical Excellence Department, and require 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 Jhpiego.
- 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 HS 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 Job Posting Title (Working Title): Administrative Specialist , HR
Role/Level/Range: ATP/03/PC
Starting Salary Range: $63,095 - $77,773 Commensurate with Experience
Employee group: Full Time
Schedule: Mon - Fri 8:30 AM - 5:00 PM
FLSA Status: Exempt
Location: Jhpiego
Department name: 60000108-Global Human Resources GHR
Personnel area: Academic and Business Centers
The listed salary range represents the minimum and maximum Johns Hopkins University offers for this position, based on a good faith estimate at the time of posting. Actual compensation will vary depending on factors such as location, skills, experience, market conditions, education, and internal equity. Not all candidates will qualify for the highest salary in the range.
Johns Hopkins provides a comprehensive benefits package supporting health, career, and retirement. Learn more: https://hr.jhu.edu/benefits-worklife/.
Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
