Job Description

We are seeking an Administrative Specialist who will provide expert support for the fast-paced and demanding Office of the Vice Dean for Education (OVDE). The primary responsibilities of this important and highly visible role will be to manage and coordinate administrative work for the vice dean for education The ideal candidate will be professional, autonomous, proactive, organized, and have experience supporting an executive. Foster institutional relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the OVDE.

Specific Duties & Responsibilities

Administrative Responsibilities, Vice Dean for Education

Daily management of the OVDE. Prepare the vice dean for important meetings, presentations, and discussions by gathering critical information on issues.
Prepare reports and briefings as necessary.
Serve as primary source of information for OVDE inquiries; assist visitors and key stakeholders.
Responsible for answering questions, providing guidance, and disseminating information as directed by the vice dean.
The OVDE serves as "one-stop shopping" for information about educational programs that enroll over 4,000 learners in School of Medicine (SOM) degree (i.e., MD, PhD, Masters, and dual-degree MD-PhD) programs; graduate medical education (i.e., residency and clinical fellowships); postdoctoral research; online programs; continuing medical education; and others, and for those who may seek information from approximately 17 associate and assistant deans and 18 directors in OVDE who support those programs.
The individual must therefore have strong familiarity with these offices and the associate and assistant deans, directors, and administrators in these offices.
Anticipate the vice dean's needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
Proactively resolve issues that may affect the vice dean and the leadership team.
This work is performed daily and requires flexibility and an understanding of the vice dean's work and shifting priorities. Note that since the vice dean's activities typically are conducted on several campuses (i.e., primarily on the East Baltimore campus and the Bayview Medical Center campus, although also at times on the Homewood campus and elsewhere), it is important for the individual to be familiar with these campuses and to be cognizant of the time it takes to travel from one part of the campus to another and from one campus to another when creating the vice dean's daily schedule.
Manage a complex calendar including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, taking time zone differences into account, resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations.
Meetings and calls often include multiple participants (including executives with challenging schedules) and require urgent or immediate turnaround.
Distinguish recurring meetings from newly-initiated meetings when creating the schedule of daily activities.
Recurring meetings often have an associated agenda to be included in the Outlook calendar.
When someone calls or emails to ask for a time to meet with the vice dean outside of a recurring meeting, it is important to inquire about the topic of that meeting and whether there is anything the vice dean needs to know about or prepare in advance of that meeting. It is also important to let the vice dean know when a new meeting is scheduled so the vice dean can ask for additional information about it, if necessary.
Coordinate scheduling, arranging transportation and accommodations for international meetings and teaching responsibilities for the vice dean who also serves as Director for International Medical Education.
Manage all domestic and international travel arrangements in Concur.
Create itineraries for the vice dean including securing air, train, shuttle/rental car, and hotel accommodations while keeping expenses within budget constraints.
Monitor, track, and submit all expenditures per JHU and departmental policies.
Create briefings and folders for each trip that contain important documents and materials related to travel, lodging, airline, shuttle, meeting agendas, conference schedules, etc.
Coordinate scheduling of Bayview campus and Department of Medicine meetings for the vice dean who also is the Vice Chair of Humanism in the Department of Medicine as well as a cardiologist.
Collaborate with Bayview clinical staff to ensure compatibility between vice dean's clinical needs and clinic schedule.
Provide administrative support and financial coordination for the vice dean and OVDE associate and assistant deans attending the medical education meetings (e.g., the meetings of the 13-School Consortium).
Be prepared to provide short-term administrative support for OVDE associate and assistant deans and directors if individuals usually providing that administrative support have extended absences due to illness or parental leave, for example, or in the event of retirement, termination or resignation before the position can be posted and filled.
Provide scheduling support for vice dean's activities with national societies, research projects, and scholarly publications, and presentations.
Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and ordering catering. The administrative specialist will also send agendas and other meetings in advance of the meeting, confirm attendance, and take minutes as needed.
Manage all domestic and international travel arrangements in Concur. Create itineraries for the vice dean including securing air, train, shuttle/rental car, and hotel accommodations while keeping expenses within budget constraints. Monitor, track, and submit all expenditures per JHU and departmental policies.
Create briefings and folders for each trip that contain important documents and materials related to travel, lodging, airline, shuttle, meeting agendas, conference schedules, etc.
Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage the vice dean's travel card expenses through appropriate system (ex. Concur, SAP, etc.)
Coordinate approval for and submission of broadcast emails for all events and announcements from the OVDE (approximately 25/year).
Manage communications from vice dean and administrative leadership team including formatting correspondence and preparing first drafts of announcements, letters and memos. May assist in the creation of reports, proposals, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents.
Assist in the coordination of the LCME reaccreditation, every 7-8 years.
Serve as search coordinator for the majority of OVDE Dean and Director level searches.
Provide administrative support for the departmental director searches co-chaired by the Vice Dean for Education.

Administrative Responsibilities, OVDE Administrator

Schedules appointments for administrator, including regularly occurring and ad hoc internal and external meetings.
Process SAP transactions, including but not limited to invoice payments and check requests.
Assists with space management and submits work orders as needed.
Submit Concur reimbursements as needed.

General Office Duties

Attend the monthly OVDE staff meeting to gain familiarity with the different offices in OVDE and with the faculty and staff in those offices.
Support the functionality of the office by answering and routing incoming telephone calls, processing mail appropriately, and ensuring office equipment is functioning properly.
Interpret and analyze information regarding current operating policies and procedures and recommend new processes/procedures on operation workflow.
Other tasks and special projects as assigned, to include providing temporary administrative coverage for other vice deans' administrative assistants as needed.

Special Knowledge, Skills, & Abilities

Self-motivated, focused, positive attitude, flexible, professional and proactive.
Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
Experience with project management and meeting/event planning.
Ability to liaise with people at all levels, including high-level executives, VIPs, and peers.
Ability to handle highly confidential and sensitive matters in an appropriate manner.
Strong organizational skills and meticulous attention to detail.
Available to attend meetings and events outside of regular working hours.
Excellent verbal and written communication skills.

Minimum Qualifications

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..

Preferred Qualifications

Experience working within Johns Hopkins.
Working knowledge of the institution's organizational structure and hierarchy.
Experience supporting a physician leader.
Knowledge of SAP.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $52,230-$71,890-$91,550 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5:00
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Education Vice Dean for Educ
Personnel area: School of Medicine

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. 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.

To apply, visit https://jobs.jhu.edu/job/Baltimore-Administrative-Specialist-MD-21205/1024227300/

jeid-53e02eaf50e5ae4da765d34a3985e7a8

Similar Jobs