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Student Health and Well-Being Mental Health Services (SHWB-MHS) at Johns Hopkins University seeks an energetic, organized, and motivated Executive Assistant to support the Chief Mental Health Director (CMHD) and the SHWB-MHS senior leadership team. Reporting to the Chief Mental Health Director, the Executive Assistant will provide department leaders with support around calendaring, scheduling, travel assistance, and special projects. The Executive Assistant will support the CMHD in a range of departmental functions including event planning, communications assistance, budget, invoice and purchasing responsibilities, along with SAP transaction processing.

The Executive Assistant must be able to work in a demanding, fast-paced, and collaborative work environment. This position requires the ability to work independently, take initiative, multi-task, prioritize, and be proactive. This individual will regularly manage sensitive and confidential information and must exercise the utmost professionalism and discretion at all times.

Specific Duties & Responsibilities

Calendaring, Meetings, & Document Management

• Manages calendar for the Chief Mental Health Director and coordinates the scheduling of SHWB-MHS senior leadership team activities.

• Coordinates senior leadership team shared office space schedule, remote work calendars, and vacation/time off calendar.

• Ensures the Chief Mental Health Director is adequately prepared for all meetings with internal and external stakeholders by communicating clearly with participants and providing necessary documentation in advance.

• Ensures agendas are prepared and distributed, takes and distributes/posts accurate minutes, catalogs and helps implement action items for all leadership team and departmental meetings.

• Maintains shared file systems and Microsoft Teams sites for SHWB-MHS leadership and MHS-wide teams, including updating templates and other documents as directed.

• Ensures proactive feedback loop to the Chief Mental Health Director on conflicts or issues in leadership team processes.

Special Projects

• Leads, coordinates and oversees special projects for the CMHD to aid in the coordination of MHS activities across clinics, such as: management and tracking of staff licensure and professional development funding, technology survey and procurement, compilations and submission of departmental updates for division-wide quarterly newsletter, and other duties as assigned.

Event Planning & Coordination

• In collaboration with administrative support staff at each clinic location, coordinates departmental outreach events, workshops, and group sessions (preparing printed materials, arranging parking for vendors, ordering supplies, placing room and equipment reservations, ordering meals, planning virtual group sessions and presentations, etc.).

• Creates and facilitates distribution of Qualtrics surveys for interviews, events and trainings as directed.

• Coordinates logistics for interviews, team retreats, teambuilding events, professional development and training, and other activities as directed.

Administrative, Finance, & Communication

• Provides general administrative support functions for the Chief Mental Health Director and SHWB-MHS senior leadership team such as filing, faxing, copying, mail, ordering supplies, etc.

• Supports routine financial and budgetary functions, including processing travel reimbursements, expense reports, data entry, and procurement card transactions.

• Provides Chief Mental Health Director with monthly budget accounting and reconciliation.

• Oversees SHWB-MHS transactions in SAP financial software; processes transactions related to finance and procurement as directed by CMHD.

• Serves as primary point of contact with IT and LAN administrator for technology needs of SHWB-MHS senior leadership team.

• Provides support to senior leadership team around creation, proofing and distribution of communication vehicles.

• Serves as primary liaison to the SHWB Executive Assistant to Vice Provost and Director of Operations to support SHWB division-wide communications, events and other activities as directed.

• Maintains various departmental listservs; managing and updating memberships as needed on a monthly basis.

• Other administrative support duties, as assigned.

Special Knowledge, Skills, & Abilities

• Demonstrated commitment to the principles of diversity, equity, inclusion, and belonging.

• Sophisticated written and verbal communication skills, including the ability to communicate with a wide array of stakeholders including faculty, senior and executive leadership, student groups, vendors, and external and community partners.

• Strong organizational, interpersonal, and customer service skills.

• Detail oriented.

• Ability to work independently and in a team; to take initiative and be flexible.

• Expertise in organizing complex meetings.

• Excellent proofreading and editing skills.

• Demonstrated ability to show good judgment in communicating issues that are sensitive and confidential.

• Proficiency with Office 365 suite.

• Experience with SAP and Concur, and budgetary and accounting expertise.

Minimum Qualifications

• Bachelor’s Degree.

• Five years progressively responsible administrative experience.

• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience with SAP for budget, financial and procurement transactions.

• Administrative experience in a healthcare setting.

Classified Title: Executive Assistant

Role/Level/Range: ATO 37.5/03/OG

Starting Salary Range: Min $24.00 - Max $42.00 HRLY ($69,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: M - F 8:30am-5pm

Exempt Status: Non-Exempt

Location: Hybrid/Homewood Campus

Department name: ​​​​​​​UHS - Mental Health

Personnel area: University Student Services

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 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.

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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion (https://diversity.jhu.edu/roadmap-on-diversity-and-inclusion/) .

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and 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. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

The following additional provisions may apply, depending on 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.

Note: Job Postings are updated daily and remain online until filled.

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.