Job Description

We are seeking an

Administrative Specialist who will provide varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making. Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.

Specific Duties & Responsibilities

Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities. Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management. Staff management and team meetings, and follow-up on action items. Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff. Assist with planning and conduct of events as needed. Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc. Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements. Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information. Responsible for answering questions, providing guidance, and disseminating information. Interpret and communicate operating policies. Proactively identify and assist with the resolution of administrative problems. Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division. Other duties as assigned.
In addition to the duties described above

Responsible for ensuring the smooth execution of department events and operations. Collaborate closely with all internal and external key stakeholders in the Greenberg Bladder Cancer Institute (GBCI). Monitor GBCI website. Planning, coordinating and executing all GBCI Center events, including high-level seminars, as well as multi-day retreats in various locations throughout the greater Baltimore area and various board meetings. Potential travel to events to various venues throughout the greater Baltimore area. Providing project management for various research projects within the Department and working with the Urology Director of Research in addition to collaborators throughout the institution.

Minimum Qualifications

Bachelor's Degree. Four years of progressively responsible administrative experience, with experience working on special projects and assignments. Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Five years in providing high level expertise. Experience with special event management. Experience in an academic setting and/or development activities and operations, providing high level administrative oversight, coordination and advice. Experience with managing complex, multi-day event logistics both domestically and internationally. Demonstrated ability to independently manage digital tools (e.g., Notion, Google Workspace, scheduling platforms) for operational workflows and project coordination.

Technical Qualifications & Specialized Certifications

Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

Calendar Management - Advanced Financial Administration - Advanced Interpersonal Skills - Advanced Meeting Coordination - Advanced Office Procedures - Advanced Oral and Written Communications - Advanced Organizational Skills - Advanced Report Writing - Intermediate
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.




Classified Title: Administrative Specialist

Role/Level/Range: ATP/03/PC

Starting Salary Range: $53,800 - $94,400 Annually ($75,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F 8:00am - 5:00pm

FLSA Status: Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM Uro Greenberg Bladder Cancer Inst

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.


EEO is the Law

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.


Vaccine Requirements

Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the 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.


The following additional provisions may apply, depending upon 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.