Administrative Specialist

We are seeking an Administrative Specialist which reports to and works directly for the Bayview Executive Vice Chair (EVC)/Director, Department of Medicine at Bayview along with other departmental leadership representatives including but not limited to the DOM Chair, DOM administration and DOM Vice Chairs. This person will independently manage projects, develop and maintain positive working relationships internal and external to the School, the University, Hospitals, and with all those they personally come in contact with including: University representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), faculty, staff, students, and patients. The person in this position is responsible for confidential and non-confidential communication of all types with the people listed above. The person is responsible for representing the Department of Medicine Chair / Executive Vice Chair (EVC)/Director, Department of Medicine in all business conducted on their behalf for the Department of Medicine and is the lead to other administrative support staff in the suite.

Specific Duties & Responsibilities

• Primary Responsibilities of this position are to oversee the smooth functioning of the Department of Medicine's Chair functions at Bayview, including managing the Executive Vice Chair (EVC)/Director, Department of Medicine at Bayview's schedule including coordination/correspondence with executives and day to day interactions within the Department, Hospitals (JHH, BMC, etc.) and University (JHU-SOM).

• Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of the Executive Vice Chair (EVC)/Director, Department of Medicine at Bayview/Department of Medicine Chair including scheduling, reconciling executive card for related purchases such as travel, entertainment, and presentation materials, etc.

• Chairs departmental committees as well as staff's various committees for the Executive Vice Chair (EVC)/Director, Department of Medicine at Bayview/Department of Medicine Chair or designee including creation of agendas. Ability to speak publicly and provide presentations as required. Oversees various projects through to completion, requiring broad understanding of issues throughout the department, JHH, SOM and JHM. Serves as a project person and takes on non-routine projects that generally require coordinating between various offices reporting to the Chair.

• Writes responses to Executive Vice Chair (EVC)/Director, Department of Medicine at Bayview/Department of Medicine Chair or designee email/mail and miscellaneous material as requested. Reviews all correspondence coming into the office and edits all correspondence going out of the office in order to remain current on issues. Forwards information to the appropriate parties. Ensures follow-up as required.

• Manages/monitors financial transactions including budgets involving EVC discretionary accounts, reimbursements and service contracts in partnership with finance.

• Handles confidential material from inside and outside the department.

• Coordinates, writes, edits and distributes Executive Vice Chair (EVC)/Director, Department of Medicine at Bayview/Department of Medicine Chair or designee executive agendas as well as follow up minutes (JHH, JHU executive meetings, etc.). Consults with Vice Chairs, Division Chief, faculty, and support staff on agenda items.

• Partners to edit departmental newsletter and/or website. Writes and/or edits articles, as well as oversees layout and decides material to be included in either of these or other communication formats.

• Oversees full-time and part-time faculty annual review process for the Chairman and Dean's Offices. Will organize materials and ensure completion. Organizes, coordinates sponsored research proposals generated by the Department of Medicine Chair.

• Serves as supervisor for Sr. Administrative Coordinator within the DOM Director's Office at Bayview

• Serves as bridge between the Chairman and other departments to build trust, support, vision and commitment with senior management and plans periodic special events.

• Establish and maintains positive professional liaisons both internal and external to the Department, Center, School and University.

• Demonstrates poise, tact and diplomacy and maintains confidentiality.

• Liaison with Offices of Public Affairs and Planning & Marketing.

• Works closely with Department's Development Office in scheduling visits/events for donors and dignitaries.

• Organizes and is responsible for annual faculty/staff holiday celebration and various other events throughout the year.

• Other duties as assigned.

Special Knowledge, Skills, and Abilities

• The ability to act proactively, independently and exercise good judgment.

• The ability to think creatively in order to manage various complex projects and someone who can work with multiple interruptions and still stay on task.

• The person must be able to perform duties without direct supervision or guidance on a regular basis.

• The position also requires someone with the ability to communicate in a highly professional manner; clearly, appropriately, and effectively with at all institutional levels.

• Project management and time management classes are highly recommended.

• Outlook, Word, PowerPoint, Excel, Adobe, SAP as well as web-publishing software are all programs to be used or potentially used with this position.

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.

Classified Title: Administrative Specialist

Role/Level/Range: ATP/03/PC

Starting Salary Range: $53,300 - $93,500 Annually ($73,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: M-F 8:30-5:00

Exempt Status: Exempt

Location: Hybrid/Johns Hopkins Bayview

Department name: ???????SOM DOM Bay General Admin Chairmans Off

Personnel area: School of Medicine

Equal Opportunity Employer

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.