We are seeking an Administrative & Project Specialist, Office of the Dean/CEO who will support the Chief of Staff (CoS)/Senior Advisor to the Dean/CEO. The primary responsibilities of this important and highly visible role will be to oversee and coordinate administrative work and provide project support for the Chief of Staff/Senior Advisor. The administrative and project specialist must be professional, autonomous, proactive, organized, and possess significant project management experience.

Specific Duties & Responsibilities

• Daily calendar management for the Chief of Staff/Senior Advisor. This decision-making process is performed daily and requires flexibility and an understanding of the CoS's work and shifting priorities.
• Facilitate in-person, hybrid, and virtual meetings. Participate in conference calls.
• Anticipate needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. Demonstrates responsiveness, critical thinking, and sound judgement. Proactively resolve issues that may affect the CoS and the leadership team.
• Prepare the CoS for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings. Prepare reports and briefings as necessary.
• Manage a complex calendar including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants and may require urgent or immediate turnaround.
• Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and ordering catering. The administrative specialist will also send agendas and other meetings in advance of the meeting, confirm attendance, take minutes, and assume responsibility for monitoring all aspects of projects to completion.
• Organize, prioritize, and track the developmental progress of assigned projects to ensure that project requirements and other project goals are met.
• Maintain all files and data entry for assigned projects.
• Support administrative workflows as needed to optimize daily operations of the administrative staff within the Office of the Dean/CEO, while promoting a culture of efficiency, communication and teamwork
• Facilitate communication with key stakeholders on collaborative projects, meetings and events.
• Serve as a search coordinator for Dean's office searches.
• Manage communications including formatting correspondence and preparing first drafts of announcements, letters and memos. Also, assist in the creation of reports, proposals, graphs, slides, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents.
• Manage all domestic and international travel arrangements and itineraries including securing visas when required and air, train, shuttle/rental car, and hotel accommodations. Monitor, track, and report all expenditures per JHU and departmental policies. Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage travel card expenses in a timely fashion.
• Assist in maintaining CoS's activities with external organizations Responsible for answering questions, providing guidance, and disseminating information as directed by the CoS
• Provide administrative support for other members of the Office of the Dean/CEO on an ad hoc basis.
• Foster institutional and external relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the Dean/CEO.
• Other tasks and special projects as assigned.

Additional Knowledge, Skills & Attributes

• Self-motivated, focused, positive attitude, flexible, professional and proactive.
• Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
• Ability to liaise with people at all levels, including high-level executives, VIPs, and peers.
• Ability to handle highly confidential and sensitive matters in an appropriate manner.
• Strong organizational skills and meticulous attention to detail.
• May be needed to work flexible hours at times, based on project needs.
• Excellent verbal and written communication skills.
• Ability to take initiative and be proactive with workload and meet deadlines.
• Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
• Experience with SAP, Concur, Zoom and Microsoft Teams.

• Bachelor's Degree.
  

• Five years of progressively responsible experience in high-level administrative work
• Experience supporting executive professionals.
• Additional related experience may be substituted for required education to the extent permitted by the Johns Hopkins University equivalence formula.
• Experience with project coordination and meeting/event planning.
  

• 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.

Classified Title: Administrative Specialist
Job Posting Title (Working Title):Administrative & Project Specialist, Office of the Dean/CEO
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,300 - $93,500 Annually ($71,890 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 AM - 5:00 PM
Exempt Status:Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Exec Off Gen Administration
Personnel area: School of Medicine