This is a high level position which reports to and works directly with the Chair of Medicine/Vice Dean of Bayview Campus. The Administrative Specialist serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Chair of Medicine/Vice Dean's office. Independently manage many projects, develop and maintain positive working relationships internal and external to the school, the University, Hospital, and with all those they personally come in contact with including: University representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), faculty, staff, students, and patients. The ideal individual will have the ability to exercise good judgement in a variety of situations, with excellent written and verbal communication, administrative and organizational skills. This person should have the ability to maintain a realistic balance among multiple priorities, work well under pressure, and also have the flexibility as some projects will occur outside the scope of normal business hours. The person is responsible for representing the Chair/Vice Dean in all business conducted on their behalf for the Department of Medicine/Bayview Campus.
Specific duties & responsibilities:
Responsible for scheduling for the chair's calendar and ensures appropriate materials are prepared for the meetings. Responsible for travel arrangements for the Chair. Approves expenditures and reconciles statements for chair's account. Prepares agendas, background materials and handles logistics for meetings such as retreats, faculty meetings, dignitaries' visits, etc. In addition, supports calendars, travel, and meetings for Associate Dean's and Vice Chairs.
Responsibilities of this position are to ensure the smooth functioning of the Chair of the Department of Medicine/Vice Dean office, operation and staff coordination, including personnel issues associated with support staff of the Chair's office and facilitating communication within the rest of the department and other parts of the Hospital (JHH, BMC, etc.) and University (JHU-SOM).
Monitor, evaluate and implement business practices and procedures to support the day-to-day operational needs of the Chair/Vice Dean's office. Oversees and reconciles executive card for Chair/Vice Dean's related purchases such as travel, entertainment, presentation materials, etc.
Staff support for departmental committees as well as various committees. Ability to speak publicly and provide presentations as required. Oversees various projects through to completion, requiring broad understanding of issues throughout the department, JHBMC, SOM and JHM. Serves as a project person and takes on non-routine projects that generally require coordinating between various offices.
Supervises other administrative assistant(s). Responsible for hiring and firing, performing annual evaluations; establishes priorities when needed; oversees their work (patient care, filing, transcription, billing, etc.). Develop new administrative policies as needed to ensure smooth operation in the office of the chair. Makes decisions and establishes work priorities on essential operations.
Manage financial transactions involving discretionary accounts, reimbursements and service contracts.
Writes responses to email/mail and miscellaneous material. Reviews all correspondence coming into the office, and edits all going out of the office in order to remain current on issues. Forwards information to the appropriate parties. Ensures follow-up as required.
Handles confidential material from inside and outside the department.
Coordinates, writes, edits and distributes executive agendas as well as follow up minutes (JHH, JHU executive meetings, etc.). Consults with Vice Chair, Division Chief, faculty, and support staff on agenda items.
Edits departmental newsletter and website. Writes and/or edits articles, as well as oversees layout and decides material to be included in either of these or other communication formats.
Oversees full-time and part-time faculty annual review process for the Chairman and Vice Dean's Offices. Will organize materials and insure completion. Organizes, coordinates sponsored research proposals generated by the Chair.
Liaison with Offices of Public Affairs and Planning & Marketing.
Works closely with Department's Development Office in scheduling visits/events for donors and dignitaries.
Organizes and is responsible for annual faculty/staff holiday celebration.
Other duties as assigned.
Minimum qualifications (mandatory):
Bachelor's degree. Five years related experience, preferably in university/medical environment. Must be familiar with JHMI policies and procedures. Additional education may be substituted for some experience. Additional experience may substitute for education. Final applicant for this position may be required to complete skills assessments appropriate to position description.
Supervisory experience preferred.
Special knowledge, skills, and abilities:
The ability to act proactively, independently and exercise good judgment. The ability to think creatively in order to manage various complex projects and someone who can work with multiple interruptions and still stay on task. The person must be able to perform duties without direct supervision or guidance on a regular basis, and be a forward looking thinker, who actively seeks opportunities and proposes solutions. The position also requires someone with the ability to communicate in a highly professional manner; clearly, appropriately, and effectively with at all institutional levels. This position also requires a high level of flexibility and sensitivity to confidential matters.
Project management and time management classes are highly recommended.
Outlook, Word, PowerPoint, Excel, Adobe as well as web-publishing software are all programs to be used or potentially used with this position.
Supervisory responsibility: 4
Supervision of Administrative and Sr. Administrative Coordinators
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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