The Johns Hopkins Center for Health Security at the Bloomberg School of Public Health works to protect people's health from epidemics and disasters and ensure that communities are resilient to major challenges. We examine how scientific and technological innovations can strengthen health security. We study the policies, organizations, systems, and tools to prevent and respond to outbreaks and public health crises. We advance policies and practice to address a range of challenges, including the global rise in emerging infectious diseases, a continued risk of pandemic flu, major natural disasters, our dependence on vulnerable infrastructure, and the potential for biological threats.
The Center seeks an Executive Assistant to provide expert administration support for the Deputy Director and the Director of the Johns Hopkins Center for Health Security (CHS). The Executive Assistant is a crucial part of the Center, who works with fellow administrative, financial, and programmatic staff to achieve the most successful results for CHS. This proactive individual anticipates future needs of the Directors, and demonstrates leadership, responsiveness, diplomacy, strong customer service, independent thinking, and solid judgement in a demanding and fast-paced team environment. The Executive Assistant serves an important and visible role, communicating and interacting with internal JHU senior leadership (including, but not limited to, the president, vice presidents, provosts, deans, and faculty) and important external clients (such as key donors, granting agencies, and other stakeholders in the public health space).
Specific Duties & Responsibilities
Manage the dynamic daily calendars of the Director and Deputy Director for CHS by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the Directors.
Organize high-level meetings with constituencies, as required, and disseminate corresponding meeting materials, as needed.
Keep the Directors on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
Research and/or compile briefing materials for meetings to ensure the Directors are fully prepared for scheduled appointments, presentations, discussions, etc., to include gathering critical information, editing presentations and agenda items, and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.
Oversee incoming correspondence and requests for the Directors' attention; triage to other staff members as appropriate; prepare and edit letters, memos, and other correspondence for the Directors.
Travel & Expenses
Make domestic and international travel arrangements in JHU Concur System or with Vendor Travel Agents; to include when necessary, obtaining visas, and creating corresponding detailed itineraries; coordinating travel plans and appointments with other internal or external travelers as needed.
Reconcile all Director and Deputy Director travel expenses and submit travel reimbursements in a timely and thorough manner. Organize and maintain electronic system of financial documentation for submission in Concur for Travel/Reimbursement, and/or to provide for Financial Team for Account Reconciliation.
Place orders for Director specific requests, and process invoices.
Serve as point of contact for all matters involving administrative paperwork for Directors, including registrations with external sponsors of travel and/or speaking engagements, assistance with completion non-financial Other Support and Biosketch/CV information and tracking and storage/electronic filing of items for future reference.
Maintain a thorough understanding of JHU and BSPH required systems for use by Directors, including eDisclose, Effort Reporting, Success Factors, Concur, and standard computer programs for collaborative work.
Maintain and organize the Directors' documents on JH OneDrive, SharePoint and Teams, and archives in shared files.
Assist with completion and submission of documentation for maintenance of professional credentials and clearances.
Assist with retrieval of documentation from files for compiling and/or production of reports and provide information as requested by the Directors.
Coordinate the collection of and maintain listing of Academic involvement by Center Faculty with JHU, BSPH, and EHE Department for referencing by Directors, including tracking of Lectures, speaking engagement, student mentorship, and other items important to the Career Development of Tenure-Track Faculty at the Center.
Submit and Track Appointments and Promotion documentation for Faculty New Hires and Promotions.
Schedule rooms or spaces when needed for Director sponsored meetings.
Represent the Johns Hopkins Center for Health Security in a professional manner; exercise administrative judgement; respond to requests in a timely manner; and maintain sensitive and confidential information.
Perform additional duties as assigned.
Special Knowledge, Skills & Abilities
Experience in providing progressively responsible administrative support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required.
Excellent planning, organizational, communications, writing phone and interpersonal skills are required.
Note: This position may require some work outside of normal business hours and/or weekends. The position is expected to be onsite.
Five years experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Previous experience as high-level Executive Assistant preferred.
Proficiency in Microsoft Office including Outlook, Word, Excel, and PowerPoint is preferred.
Proficiency in use of cloud-based file systems including OneDrive, SharePoint, and use of collaboration tools including Zoom or Teams is preferred.
Classified Title: Executive Assistant Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: $23.30 - $32.00/hr (Commensurate with experience) Employee group: Full Time Schedule: 7.5 M-F Exempt Status: Non-Exempt Location: School of Public Health Department name: Health Security 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.
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.