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We are seeking an Administrative Specialist who will provide expert support in the fast-paced and demanding Office of the Dean/CEO in the School of Medicine. The primary responsibility of this important and highly visible role will be to create, manage, and improve administrative processes and workflows for the clinical excellence promotion committee (CEPC). The Administrative Specialist must possess significant technical skills, including project management and web development experience. S/he/they must also be comfortable with evaluating software applications and learning new programs.

Specific Duties & Responsibilities

• Develop administrative processes and workflows to support the newly established clinical excellence promotion committee.

• Process, manage, and track promotion/appointments applications to the CEPC in a timely and organized manner.

• Reshape the existing online application to streamline the application process for candidates, Simplify the candidate evaluation process for referees, automate administrative processes for the promotion committee coordinators, and align the applications of the Professorial Promotions Committee (PPC), CEPC, and APPC to the greatest extent possible in collaboration with respective administrative leads.

• Create and disseminate the meeting schedule for the CEPC and coordinate meeting logistics.

• In preparation for meetings, send meeting reminders, create meeting agendas, and send meeting materials to participants.

• Serve as primary source of information for CEPC inquiries.

• Support department credentialing coordinators and faculty by facilitating trainings in coordination with the Office of Faculty, providing guidance, and creating and disseminating instructional documents.

• Assist in the creation of reports, proposals, and presentations by collecting, tracking, and analyzing data.

• As necessary, create/edit materials to disseminate this information, as well as information about the promotion/appointment process.

• Plan the annual reception for newly appointed/promoted associate professors and keep expenses within budget with a fiscal responsibility to reducing costs where possible.

• Monitor, track, and report all expenditures per JHU and departmental policies.

• Manage financial responsibilities stemming from the promotion committees, such as

• Submission of purchase orders and processing invoices for catering.

• Serve as a back-up to the PPC and APPC coordinators as needed.

• Serve as secondary back-up to support the Advisory Board of the Medical Faculty (ABMF) and the Agenda Committee to the ABMF in partnership with the Administrative Specialist who currently manages the meetings.

• Serve as the office’s technical expert and mentor when new software is implemented or released.

• Foster institutional relationships. Collaborate and liaise extensively with a variety of individuals on matters critical to the Office of the Dean/CEO.

• Interpret and analyze information regarding current operating policies and procedures.

• Recommend new processes/procedures to maximize workflow.

• Serve as search coordinator for institutional leadership searches when required.

• Other tasks and special projects as assigned.

Additional 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.

• Experience with Zoom, Microsoft Teams, Microsoft Excel and PowerPoint.

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: Min $53,300 - Max $93,500 Annually ($73,400 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Monday - Friday 8:30 AM - 5:00 PM

Exempt Status: Exempt

Location: Hybrid/School of Medicine Campus

Department name: SOM Admin Exec Off Gen Administration

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.