The Center for American Indian Health (CAIH) at Johns Hopkins Bloomberg School of Public Health is seeking Administrative Specialist who will be supporting the mission of research, training and service. The Administrative Specialist will represent the Center Director and Governance Team as appropriate in communicating professionally with faculty, executives, administrators, staff, and external contacts, including government representatives and providing high-level administrative expertise.
Interprets operating policies of the University while exercising independent judgment in the resolution of administrative problems. This position reports directly to the Center Director(s) to ensure smooth and efficient functioning for the Center across multiple sites and locations.
This is a highly visible position within the leadership team. We desire a mature, professional individual with good judgment and the ability to remain calm in stressful situations.
The Center encourages applications from candidates committed to its Inclusion, Diversity, Anti-Racism, and Equity (IDARE) principles.
The Center for American Indian Health (CAIH) is located administratively within International Health at the Johns Hopkins Bloomberg School of Public Health. The core activities housed at CAIH include research studies of infectious diseases, behavioral and mental health, and a training program.
Specific Duties & Responsibilities
Provide high-level administrative support for the Center Director(s), Faculty and Administrative Team (HR/Business/Finance).
Manage high-level projects including space acquisition, cost reduction measures, and new administrative policy development to ensure smooth operation and efficiency.
Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents.
Manages collaborator and stakeholder relations. Initial point of contact. Triages to appropriate faculty member, staff, worksite, etc. to oversee responses, compose responses, and see that all pending requests are closed in the appropriate timeframe.
Provide administrative support including calendar scheduling, agendas, meeting material, minutes, etc. for the meetings.
Uses the network and a variety of software programs to create and organize quality graphs, charts, technical documents, table's spreadsheets, manuscripts and reports needed by the Director(s).
Oversee administrative coordination of Center faculty and leadership recruitment efforts as requested by the Administrator.
Prepares executive level monthly reporting to Center leadership. Production of multiple reports and summaries that are requested.
Coordinates annual evaluations for faculty and staff who report to the Director(s).
Provides screening interview support for open administrative support staff positions within the Center as requested.
Prioritize telephone messages left for the Director(s) and members of the Governance Team. Triage and direct, calls and messages coming into the Director's office and handle as appropriate where necessary.
Communicates operating policies, announcements, and correspondence by email to all Center faculty and staff on behalf of the Director(s).
Coordinate Director(s) daily, weekly, monthly, and yearly calendars. Will exercise independent judgment to rank and prioritize meeting requests and time lines.
Coordination of major Center activities, faculty meetings, and social events including developing program agendas and producing publication materials.
Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepares agendas; and prepare and distributes materials. Provide follow-up information regarding committee actions and decisions. Maintains records via compilation of the minutes of the meeting, prepares handbooks and procedures manuals.
Track Director(s) filing and correspondence documentation.
Maintain confidentiality of documents and files.
Must have the ability to coordinate multi-faceted types of projects and work.
Additional Knowledge, Skills, & Abilities
Proficient in the use of computers, including software applications, databases, spreadsheets, and word processing; excellent organizational and time management skills
Independent and self-motivated.
Highly organized and detail oriented; ability to manage multiple and competing priorities; demonstrated strong, positive interpersonal skills.
Able to relate well and work with all levels of staff, excellent oral and written communication skills; ability to communicate effectively across disciplines and within a variety of cultures.
Exercises independent judgment, demonstrates initiative and public relations skill, able to multi-tasks.
Ability to travel with overnight stays required as needed.
Some evening, weekend and holiday work will be required.
Ability to drive, have a current driver's license issued by the state of residence and good driving record required.
Possible exposure to communicable diseases, hazardous materials and pharmacological agents.
Work requires standing and or walking for extended periods of time.
Five years in providing high level expertise.
Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
*Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
Related work experience in medical field.
Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: $52,230-$71,890 Annually (Commensurate with experience) Employee group: Full Time Schedule: 8:30AM-5:00PM; M-F Exempt Status: Exempt Location: School of Public Health Department name: Ctr for Amer IndnAlskn Nat Hlth CAIANH Personnel area: School of Public Health
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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.
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 Talent Acquisition Office at email@example.com. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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.
Note: Job Postings are updated daily and remain online until filled.
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