Administrative Specialist, OVDE (School of Medicine, Office of the Dean)

The Johns Hopkins University School of Medicine is seeking an Administrative Specialist, OVDE to support the Office of the Vice Dean for Education. The Office of the Vice Dean for Education (OVDE) oversees all of the educational programs within the School of Medicine (SOM). This includes, but is not limited to, over 4,000 students and learners enrolled in SOM degree seeking programs (i.e.: MD, PhD, master's and dual-degree MD-PhD); graduate medical education (i.e.: residents and clinical fellows); postdoctoral research fellows; online programs; continuing medical education and others. OVDE has approximately 17 associate and assistant deans, 18 directors and 100 staff who all work to support the various students and learners.

This position will report to the Vice Dean for Education. They will also provide administrative support for the OVDE Administrator. The position will be required to work closely with all the dean and director positions in OVDE.

The Administrative Specialist provides 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

• Serve as the search coordinator for all OVDE leadership position searches.
• Provide administrative support to other OVDE offices for large annual events on a recurring basis, such as SOM Convocation, Medical Student Second Look Weekend, GME Second Look Weekend, etc.
• Provide administrative and project support for the International Medical Education Office.
• • Manage the IIME Travel Card.
  • Report and track visiting medical students in coordination with the Registrar's Office.
  • Invoice responsibility for Visiting Medical Student agreements and the BVU sponsored project.
• Assist with OVDE space management needs and submit work orders for education space.
• Other tasks and special projects as assigned, including providing back-up administrative coverage for other administrative support staff, or other OVDE office deans/directors as needed.

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

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
Job Posting Title (Working Title): Administrative Specialist, OVDE (School of Medicine, Office of the Dean)
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: Mon-Fri, 8.30am-5.00pm
FLSA Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Exec Off Gen Administration
Personnel area: School of Medicine