Classified Title: Administrative Specialist
Starting Salary Range: $50,200 - $69,100
Employee group: Full Time
Schedule: Monday- Friday 8:30 AM - 5 PM
Exempt Status: Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10003009-SOM Ortho General Administration
Personnel area: School of Medicine
The Administrative Specialist coordinates all administrative activities in a lead role for the Professor and Clinical Director of the Department of Orthopedic Surgery, acting as a face and champion for the Department of Orthopaedics. Responsible for coordination of a multi-faceted clinical and administrative office.
Requires a high level of interpersonal and public relations skills, and sensitivity to confidential information. Exercises independent, un-reviewed judgment in resolution of administrative issues and projects, with constantly changing priorities. Maintains a flexible work schedule to ensure needs of the Chairman and Department are met.
Specific Duties & Responsibilities:
Provides administrative support for correspondence, meeting scheduling and travel arrangements. Anticipates needs of the chairman by prioritizing incoming work to ensure timely and effective resolution; follows up with deadlines, drafts and reminders.
Maintains complex cross-divisional appointment calendar. Review mail responses, edit correspondence. Propose, coordinate and draft agendas; responsible for meeting logistics (obtaining, booking, set up, AV, food), records and distributes meeting minutes.
Communicates major announcements and policies, particularly related to Faculty and unit operations. Coordinates administrative projects involving cooperative efforts with faculty, managers, other departments and outside agencies.
Coordinates all travel arrangements and itineraries, and all reimbursements in SAP. Coordinate and plan regular events and meetings.
Locates and compiles information and data to format reports, graphs, tables, etc. for manuscripts, publications, presentations (prepares from drafts) and reports. Maintains a working relationship with communications and editorial staff regarding potential news stories or Faculty connections, requiring a general working knowledge of Faculty clinical and research expertise.
Coordinates projects including: Annual Named Lectures, logistics for Faculty interviews and Visiting Professors, special events for over 150 attendees.
Provides cross-coverage and supervision for Medical Office Coordinator. Provides cross-coverage of office phone lines and works closely with peer who supports the CAO for operational needs; provides administrative support to Vice Chairs and leadership team.
Maintain Disaster Communications contact information and other critical information for the department. Liasion with patient realations and HERO system for the department.
Approves expenditures for the chairmans gift account. Remains abreast of policies, compliance, regulations and SAP updates.
Computer literacy required to support daily work. Operates personal computer to access e-mail, electronic calendars and other software. Uses spreadsheets, relational databases, statistical packages, and graphic packages to assemble, manipulate and/or format data and/or reports.
Perform other duties as required.
Minimum qualifications (mandatory):
Bachelors degree required.
5 years experience providing high level expertise.
Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Must have excellent customer service skills. Excellent interpersonal and communication skills. Ability to exercise independent judgment, assess priorities and respond quickly to changing needs and balance competing responsibilities. Ability to interact and work effectively with staff at all levels within the organization, including internal and external customers. Must have the ability to maintain confidentiality. Ability to express ideas clearly and logically and undertake independent problem solving. Strong writing, editing, and presentation skills. Ability to interact with diverse groups of people within the institution and from outside agencies. Ability to organize and manage multiple competing priorities and to meet deadlines. Ability to multitask and build consensus within a complex and diverse organizational structure. Possesses strong networking skills to work with outside agencies, advocacy groups, and other related organizations. Ability to successfully problem-solve challenges as they arise.
Excellent typing and accuracy skills. Proficiency with computers, Windows, MS Word, PowerPoint and other graphics and spreadsheet software programs. Final applicant for this position may be required to complete skills assessments appropriate to position description.
Experience supporting Leadership in a clinical environment preferred. Knowledge of SAP.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at . For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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