Career Center

We are seeking a highly skilled Administrative Specialist to provide expert support for the Office of the Vice Dean for Practice and Community Engagement and the Assistant Dean of Community Engaged Research, all within the Bloomberg School of Public Health's Practice Office. The successful candidate will play a vital role in overseeing and coordinating administrative tasks while offering project support to the deans. The ideal candidate should be professional, autonomous, proactive, organized, and possess project management experience. They will have the opportunity to contribute to a dynamic and evolving Practice Office.

Specific Duties & Responsibilities

• Office of the Vice Dean for Practice and Community Engagement and the Assistant Dean of Community Project and Responsibilities.
• Manage the daily administrative operations of the Practice and Community Engaged Research office, demonstrating flexibility and understanding of the supporting dean's work and changing priorities.
• Serve as the primary point of contact for inquiries directed to the Vice Dean for Public Health Practice and Community Engagement and the Assistant Dean of Community Engaged Research, assisting visitors and key stakeholders by providing guidance, disseminating information, and answering questions.
• Provide project coordination for the Robert Wood Johnson Interdisciplinary Research Fellows Program, the Urban Health Institute, and Dean's office work.
• Maintain Institutional Review Board (IRB) documents and reporting for the Community Engaged Research office.
• Anticipate the supporting dean's needs by prioritizing incoming work, ensuring timely and effective resolution, and following up on deadlines, drafts, and reminders.
• Proactively resolve issues that may affect the vice dean and the leadership team.
• Prepare the supporting deans for important meetings, presentations, and discussions by assembling relevant materials, reports, and briefings.
• Manage complex calendars, including responding to meeting and call requests in a timely manner, resolving conflicts, and sending reminders and confirmations.
• Staff and track several committees and meetings, ensuring all logistics are handled, such as reserving event/meeting locations, securing AV support, arranging catering, creating agendas, and writing meeting minutes.
• Schedule conferences, banquets, and other special functions, including the Practice Office special events and speaker series.
• Format correspondence and draft announcements, letters, memos, reports, proposals, graphs, slides, articles, and oral presentations.
• Process and submit travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements for the supporting dean.
• Conduct literature searches and serve as a liaison with various groups, vendors, suppliers, government agencies, and funding agencies.
• Create and manage database files to track the supporting dean's filing and correspondence documentation.
• Process non-employee travel reimbursements, honorarium payments, and invoices related to departmental and reappointment reviews.
• Support special projects and additional tasks as assigned.

Special Knowledge, Skills & Abilities

• Self-motivated, self-starter with a positive attitude and a high degree of professionalism.
• Proven ability to manage competing priorities and work effectively in a complex, fast-paced environment.
• Experience in project management and event planning.
• Strong interpersonal skills to liaise with individuals at all levels, including high-level executives, VIPs, and peers.
• Ability to handle highly confidential and sensitive matters with discretion.
• Exceptional organizational skills and meticulous attention to detail.
• Excellent verbal and written communication skills.
• Outstanding interpersonal, customer service and organizational skills with diverse people including students, faculty, staff, Baltimore and other community leaders and officials.
• Ability to effectively communicate and engage with faculty, staff and university leadership.

• Bachelor's Degree.
• Five years in providing high level expertise.
• Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

• Knowledge of JHU systems.

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: Min. $53,300. - $93,500. (Targeted $73,400. Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday to Friday: 8:30am – 5:00pm 
Exempt Status: Exempt 
Location: Hybrid/School of Public Health 
Department name: Public Health Practice and Training  
Personnel area: School of Public Health 

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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

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.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 jhurecruitment@jhu.edu. 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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

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.

About Johns Hopkins University

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.

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