Classified Title: [[Executive Assistant]] Working Title: [[Executive Assistant]] Role/Level/Range: ATO 40/E/03/OG Starting Hourly Pay Rate Range: [[$22.36 – $31.02]] Employee group: Full Time Schedule: [[Monday - Friday, 8:30a - 5:00p / 40 hrs per wk]] Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10002562-SOM Admin Exec Off Emerging Tech Personnel area: School of Medicine
The general nature or purpose of the job: Administrative Management for the Chief Medical Information Officer (CMIO), Data Trust Administrator, and Administrator for Epic Operations. Ensures smooth management of the day to-day administrative operations of the CMIO, Data Trust, and Epic Operations. Ensures that the day-to-day priorities of the CMIO are supported and works to facilitate the implementation of the CMIO's priorities.
Specific Duties & Responsibilities
This position will serve as the chief administrative support to the Chief Medical Information Officer, the Data Trust Administrator, and the Administrator for Epic Operations. This position will report to the Chief Medical Information Officer. The Executive Assistant exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative and public relations skill, multi-tasks, and manages many competing priorities.
Accurately schedules all appointments and arranges all aspects of meetings for Chief Medical Information Officer, the Data Trust Administrator, and the Administrator for Epic Operations, and the Data Trust Council, Sub-councils, and Operations Team. Coordinates complex meetings, prepares and distributes meeting materials and agendas. Organizes supporting materials for meetings in Confluence, email, or other tools as necessary. Anticipates and assembles pertinent materials for the CMIO to take to meetings and presentations.
Serve as front-line representative to board members, trustees, deans, faculty, department directors, donors, students and the general public. Due to the complexity of this position and the level of internal and external contacts, it is imperative that this candidate project professionalism, sensitivity and excellence.
Responsibility for staffing various projects and meetings: ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project and disseminating to participants; assuming responsibility for monitoring all aspects of project to completion.
Applies strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations.
Responsible for a broad range of administrative support to the CMIO, Data Trust Administrator, and the Administrator for Epic Operations, including but not limited to managing procurement card transactions, processing invoices (JHU SAP), ordering supplies, coordinating transfers with internal cost centers, photocopying, faxing, mailing, scanning documents, proof-reading, typing skills and greeting visitors.
Maintains electronic and hard copy files for the CMIO and organizes records in a manner that supports university policies on records retention. Maintains and updates the CMIO's CV and bio sketches.
Assists with administrative reports, proposals, articles and oral presentations. Edit documents for content, quality and style, turning rough drafts into finished documents.
Resolve problems, answer questions of other staff and faculty, and act as a source of information for all inquiries.
Arrange special luncheons and dinners, catering, invitations, room arrangements, schedule conferences, banquets and other special functions for visitors for the CMIO, being sensitive to foreign visitors' needs and customs.
Coordinates all travel arrangements and itineraries for the CMIO, Data Trust Administrator, and the Administrator for Epic Operations. Handles visa applications required for international travel.
Screens phone inquiries for the CMIO. Assist the individuals and refers calls when appropriate.
Processes all mail received by the CMIO, draft letters where appropriate, obtaining background information where applicable for a particular piece of correspondence. Follows up on correspondence as needed.
Uses network and a variety of software to produce quality graphs, slides, figures and charts for presentations.
Maintains lists of committee members in calendar appointments and in list servs, ensuring that committee appointments are up to date.
Submit change requests for Data Trust intranet sites as requested.
Submits travel and other reimbursements in a timely manner and maintains accurate records for reference for the CMIO, Data Trust Administrator, and the Administrator for Epic Operations.
Assist in maintaining CMIO's activities with national societies, research projects and scholarly publications and presentations.
Serve as liaison between the various offices that report to the CMIO.
Assist the CMIO in the management of his gift account, processing deposits and transfers as needed.
Process annual salary increases for direct reports of the CMIO.
Minimum Qualifications Bachelor's degree.
Five years' experience in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice.
Additional related experience (i.e. experience in field for which the executive to whom this position reports to is responsible) may be considered in lieu of degree to the extent permitted by the 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. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Requires five (5) years of experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments. Requires proficiency with SAP, MS Outlook, Word, Excel, and PowerPoint. Additional education may substitute for experience, and additional experience may substitute for education
Initiative, dependability, strong interpersonal skills, ability to effective communicate, works well independently, excellent organizational skills; high expectations for exceptional work performance; professional, maintains confidentiality, willing to assist others when appropriate.
Special Knowledge, Skills, and Abilities
Sitting in a normal seated position for extended periods of time. Reaching by extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal range. Ability to move about.
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 email@example.com. 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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.