The Dean's Office is seeking an Administrative Specialist/Deans Office Manager who provides high-level support to the Senior Associate Dean for Finance and Administration in managing, coordinating and facilitating the accomplishment of administrative operations for the Dean's Office in the Krieger School of Arts and Sciences. This includes direct administrative support for the Senior Associate Dean, as well as two direct reports for the Senior Associate Dean.
In addition, this person will also act as an Office Manager for the entire Dean's Office, providing oversight and management of the administrative staff supporting the Vice Deans, Associate Deans and Assistant Deans in the school (does not include the Executive Specialist who directly supports the Dean).
This position requires special knowledge/understanding and discretion appropriate for a Dean's Office area(s) of responsibility, strong organizational, planning and facilitation skills, and the ability to manage a fast-paced office. As a professional representative of the Dean's office, the candidate will be a detail- oriented team player who is committed to responsiveness and customer service. This person will deal regularly with highly sensitive, and at times urgent subject matter, and will be proactive and responsive.
Note: Based on need this position may need to be onsite five days a week.
Specific Duties & Responsibilities
Administrative Support for the Sr. Associate Dean for Finance & Administration (& 3 Staff) (60%)
Manages calendaring for the Sr. Associate Dean (and other assigned principals) for all internal and external meetings, invitations, and events, including determining scheduling priorities, tactfully resolving scheduling conflicts, confirming attendance and key information regarding the event or appointment.
Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the assigned principals.
Keep the Sr. Associate Dean on schedule and abreast of changes and high-level concerns, as necessary, throughout each day. Prepare materials to ensure the assigned principals are fully prepared for all meetings.
Organize high-level meetings with multiple constituencies and disseminate corresponding meeting materials, as needed.
Develop institutional relationships; collaborate and liaise extensively with a variety of individuals on different matters central to the assigned principal's area(s) of responsibility. In particular, works closely with the Executive Specialist for the Dean to ensure efficient and effective task administration for the entire Dean's Office.
Manages and implements new projects or initiatives led or launched by the Sr. Associate Dean Dean. Direct, manage, and coordinate special projects and assignments such as planning initiatives.
Carry out critical and important projects, including: Developing plans, defining and communicating alternatives and making recommendations regarding appropriate courses of action based on thorough understanding and knowledge of desired outcomes and expectations.
Interface with key leadership and leadership offices across the school and university.
Anticipate and problem-solve issues and concerns impacting the assigned principals, participate in priority setting as required.
Oversee incoming correspondence and requests for the Sr. Associate Dean's attention; triage to other staff members as appropriate; prioritize items that need immediate attention; Prepares/edits written correspondence, presentation materials and other written communications.
Make travel arrangements, and reconcile travel expense reporting.
Office Manager for Dean's Office (40%)
Supervise a team of four administrative staff (three senior Administrative Coordinators and one Administrative Coordinators/Dean's Office receptionist). Ensures adequate coverage of office, phones, etc.
Encourage effective communication in the office, including between Dean's Office personnel and others in the school and across the university.
Hires and on boards administrative support for the office; sets, shares and monitors expectations of performance for all administrative staff. Provides coaching, career development and performance management for staff, including annual performance appraisals.
Initiate and lead regular administrative support staff meetings and professional development sessions.
Oversee paper and electric filing system both in office and offsite. Assure that materials are accessible in a timely manner and kept confidential.
Ensure effective budget management and review.
Manage physical space of office, coordinating facilities and outside vendors when repairs are needed.
Ensure office phones and IT equipment are operating properly and office is properly supplied. Facilitates the procurement of other supplies and equipment needed in the office.
Plan office meetings and events. Perform additional duties as assigned.
Special Knowledge, Skills & Abilities
Outstanding interpersonal, customer service and organizational skills.
Ability to effectively communicate and engage with faculty, staff and university leadership. Requires thorough knowledge of administrative office procedures
Excel at using good judgment, maintaining confidential information with discretion.
Highly organized with the ability to manage more than one task simultaneously in a dynamic, fast- paced, professional environment.
Excellent time management skills and ability to meet critical deadlines. Excellent written and verbal communication skills.
Significant experience with Microsoft Office products, complex internet searches, and database systems.
Working knowledge of the JHU application of SAP is preferred.
General Office setting.
Supervise a team of four administrative staff (three senior Administrative Coordinators and one Administrative Coordinators/Dean's Office receptionist).
Five years in providing high level expertise.
Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Experience in a professional setting serving a senior-level individual preferred.
Experience in providing progressively responsible administrative support with experience working in a fast-paced environment with multiple scheduling responsibilities.
Previous supervisory experience preferred.
Classified Title: Administrative Specialist Working Title: Administrative Specialist/Dean's Office Manager Role/Level/Range: ATP/03/PC Starting Salary Range: $52,230-$71,890-$91,550 Annually (Commensurate with experience) Employee group: Full Time Schedule: Monday - Friday/ 8:30am - 5:00pm Exempt Status: Exempt Location: Hybrid/Homewood Campus Department name: Dean Office of Personnel area: School of Arts & Sciences
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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: 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.
**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.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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