The Johns Hopkins University
Administrative Specialist
The Johns Hopkins University, Baltimore, Maryland, United States, 21276
We are seeking an
Administrative Specialist
[for Clinical Operations] who will provide complex project and administrative support to the Clinical Administrator, Department of Medicine (DOM), for Johns Hopkins Hospital (JHH) and the Johns Hopkins University (JHU). This position will also provide administrative support to five Vice Chairs in addition to the Associate Administrator for Clinical Operations and Administrative Director, JHH Inpatient Operations. Represents the Clinical Administrator as appropriate in communicating professionally with faculty, executives, administrators, staff, and external contacts and providing high-level administrative expertise. Interprets operating policies of the University and the Hospital while exercising independent judgment in the resolution of administrative problems. This position reports directly to the Administrative Manager, DOM Director’s Office, to ensure smooth and efficient functioning for the department as a unit. Specific Duties and Responsibilities Provide high-level administrative support for the Department of Medicine (DOM) for the JHU / JHH, Clinical Administrator. Manage high-level projects in the DOM for the Clinical Administrator. Coordination of major DOM activities and social events including developing program agendas and producing publication materials. Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents on behalf of the Administrator. Manage patient relations cases for DOM. Initial point of contact for cases. Triages to appropriate division, clinic, staff, etc. to oversee responses, compose responses, and see that all cases are closed in the appropriate timeframe. Serve on Planning Committee as administrator to include Clinical/Education Retreat, DOM/WSE Research Retreat and DOM New Faculty Orientation. Secures keynote speakers, coordinates event logistics, programming, registration, awards, etc. Provide administrative support as needed for five Vice Chairs and executive committees for the DOM as chaired by the Chairman, Executive Vice Chair and Administrator. This would include calendar scheduling, agendas, meeting material, minutes, etc. for the meetings. Coordinate and oversee multiple projects (i.e., telephone cost reduction project) including review of all costs incurred, equipment and services needed in order to reduce costs and increase revenue for the department. Use the network and a variety of software programs to create and organize quality graphs, charts, technical documents, tables, spreadsheets, manuscripts and reports needed by the Chairman, Executive Vice Chair or Administrator. Oversee administrative coordination of DOM faculty and leadership recruitment efforts as requested by the Administrator. Prepare executive level monthly reporting to upper management. Production of multiple reports and summaries that are requested. Coordinate performance appraisals for Administrative/Management Staff who report to the Administrator. Provide administrative backup to the Chairman’s and Executive Vice Chair offices (i.e., phones, special projects, etc.) as necessary. Provide screening interview support for open administrative support staff positions within the DOM as requested. Prioritize telephone messages left for the Administrator. Triage and direct calls and messages coming into the Administrator’s Office and handle as appropriate where necessary. Coordinate Administrator's daily, weekly, monthly, and yearly calendars. Will exercise independent judgment to rank and prioritize meeting requests and timelines. Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepare agendas; and prepare and distribute materials. Provide follow-up information regarding committee actions and decisions. Maintain records via compilation of the minutes of the meeting, prepares handbooks and procedures manuals. Track Administrator’s filing and correspondence documentation. Maintain confidentiality of documents and files. Skills and Abilities Proficiency in Word, Excel spreadsheets, PowerPoint presentations, email communications, Outlook calendar, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, projects, and prioritization skills. Ability to operate PC, laser printer, fax, copier, shredder, scanner, and multi-line phone. 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. Must have the ability to coordinate multi-faceted types of projects and work. Related work experience in the medical field is preferred. Excellent organizational skills. This is a highly visible position in the Chairman’s suite. We desire a mature, professional individual with good judgment, who will represent the Department well in all interactions and various situations. Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: $53,800 - $94,400 Annually ($74,100 targeted; Commensurate w/exp.) Employee group: Full Time Schedule: M-F 8:30-5:00 FLSA Status: Exempt Location: School of Medicine Campus Department name: SOM DOM General Admin Chairman’s Office Personnel area: School of Medicine Total Rewards The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/. Education and Experience Equivalency 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 Completing Studies 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. Background Checks 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. Diversity and Inclusion 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. 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 https://accessibility.jhu.edu/.
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Administrative Specialist
[for Clinical Operations] who will provide complex project and administrative support to the Clinical Administrator, Department of Medicine (DOM), for Johns Hopkins Hospital (JHH) and the Johns Hopkins University (JHU). This position will also provide administrative support to five Vice Chairs in addition to the Associate Administrator for Clinical Operations and Administrative Director, JHH Inpatient Operations. Represents the Clinical Administrator as appropriate in communicating professionally with faculty, executives, administrators, staff, and external contacts and providing high-level administrative expertise. Interprets operating policies of the University and the Hospital while exercising independent judgment in the resolution of administrative problems. This position reports directly to the Administrative Manager, DOM Director’s Office, to ensure smooth and efficient functioning for the department as a unit. Specific Duties and Responsibilities Provide high-level administrative support for the Department of Medicine (DOM) for the JHU / JHH, Clinical Administrator. Manage high-level projects in the DOM for the Clinical Administrator. Coordination of major DOM activities and social events including developing program agendas and producing publication materials. Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents on behalf of the Administrator. Manage patient relations cases for DOM. Initial point of contact for cases. Triages to appropriate division, clinic, staff, etc. to oversee responses, compose responses, and see that all cases are closed in the appropriate timeframe. Serve on Planning Committee as administrator to include Clinical/Education Retreat, DOM/WSE Research Retreat and DOM New Faculty Orientation. Secures keynote speakers, coordinates event logistics, programming, registration, awards, etc. Provide administrative support as needed for five Vice Chairs and executive committees for the DOM as chaired by the Chairman, Executive Vice Chair and Administrator. This would include calendar scheduling, agendas, meeting material, minutes, etc. for the meetings. Coordinate and oversee multiple projects (i.e., telephone cost reduction project) including review of all costs incurred, equipment and services needed in order to reduce costs and increase revenue for the department. Use the network and a variety of software programs to create and organize quality graphs, charts, technical documents, tables, spreadsheets, manuscripts and reports needed by the Chairman, Executive Vice Chair or Administrator. Oversee administrative coordination of DOM faculty and leadership recruitment efforts as requested by the Administrator. Prepare executive level monthly reporting to upper management. Production of multiple reports and summaries that are requested. Coordinate performance appraisals for Administrative/Management Staff who report to the Administrator. Provide administrative backup to the Chairman’s and Executive Vice Chair offices (i.e., phones, special projects, etc.) as necessary. Provide screening interview support for open administrative support staff positions within the DOM as requested. Prioritize telephone messages left for the Administrator. Triage and direct calls and messages coming into the Administrator’s Office and handle as appropriate where necessary. Coordinate Administrator's daily, weekly, monthly, and yearly calendars. Will exercise independent judgment to rank and prioritize meeting requests and timelines. Exercise independent judgment in prioritizing meeting schedules and preparing a timeline. Initiate, develop and prepare agendas; and prepare and distribute materials. Provide follow-up information regarding committee actions and decisions. Maintain records via compilation of the minutes of the meeting, prepares handbooks and procedures manuals. Track Administrator’s filing and correspondence documentation. Maintain confidentiality of documents and files. Skills and Abilities Proficiency in Word, Excel spreadsheets, PowerPoint presentations, email communications, Outlook calendar, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, projects, and prioritization skills. Ability to operate PC, laser printer, fax, copier, shredder, scanner, and multi-line phone. 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. Must have the ability to coordinate multi-faceted types of projects and work. Related work experience in the medical field is preferred. Excellent organizational skills. This is a highly visible position in the Chairman’s suite. We desire a mature, professional individual with good judgment, who will represent the Department well in all interactions and various situations. Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: $53,800 - $94,400 Annually ($74,100 targeted; Commensurate w/exp.) Employee group: Full Time Schedule: M-F 8:30-5:00 FLSA Status: Exempt Location: School of Medicine Campus Department name: SOM DOM General Admin Chairman’s Office Personnel area: School of Medicine Total Rewards The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/. Education and Experience Equivalency 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 Completing Studies 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. Background Checks 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. Diversity and Inclusion 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. 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 https://accessibility.jhu.edu/.
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