Job Information
Johns Hopkins University Administrative Specialist in Baltimore, Maryland
We are seeking an Administrative Specialist in the School of Medicine Central Finance Office to provide primary executive level administrative support to the Executive Director for Financial Planning and Analysis (ED FP&A) and their direct reports, and secondary scheduling support to other senior leaders in the office as needed. This is an important and highly visible role responsible for calendar management, oversight and coordination of administrative work, and project support for the Central Finance team.
Specific Duties & Responsibilities
Daily management of the ED FP&A’s calendar. Prepare for important meetings, presentations, and discussions by gathering critical information on issues.
Prepare reports and briefings as necessary.
Daily support of the FP&A vertical leaders’ (leadership team) calendars. Prepare for important meetings, presentations, and discussions by gathering critical information on issues.
Prepare reports and briefings as necessary.
Anticipate needs by prioritizing incoming work to ensure timely and effective resolution; managing a complex calendar; and following up with deadlines, drafts, reminders.
Responsible for responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, resolving meeting conflicts, and sending meeting reminders and confirmations.
Meetings and calls often include multiple senior leaders and may require immediate or urgent turnaround.
Anticipate and problem-solve issues and concerns that will affect the leadership team. This work is performed daily and requires flexibility and an understanding of potential shifting priorities.
Manage financial responsibilities, such as authorization and submission of purchase requests, reimbursement requests, and processing of monthly executive travel card expenses.
Manage all domestic and international travel arrangements and itineraries for the team as needed. Plan travel and keep expenses within budget constraints with a fiscal responsibility to reduce costs where possible. Monitor, track, and report all expenditures per JHU and departmental policies.
Support and track various projects and meetings by ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project, and disseminating to participants.
Maintain all files and data entry for assigned projects.
Facilitate communication with key stakeholders on collaborative projects, meetings, and events.
Serve as primary source of information for the FP&A offices’ inquiries; assist visitors and key stakeholders.
Responsible for answering questions, providing guidance, and disseminating information as directed by the leadership team.
Secondary Responsibilities
Manage communications from ED FP&A and administrative leadership team including preparing first drafts of announcements, letters, and memos.
Assist in the creation of reports, proposals, articles, and oral presentations by researching and compiling information, editing for content, quality, and style, and finalizing documents.
Other tasks and special projects for the Central Finance Office, including staffing institutional leadership search committees as needed.
Execute event planning logistical tasks including event/room reservations, space set-up, RSVP tracking, and on-site as needed.
Provide scheduling support for other senior leaders, as needed, in the Central Finance Office.
Reporting Relationship
This position reports to the Director of Special Projects in the FP&A leadership team and may be assigned tasks by the manager on occasion.
The position will be highly accountable to the needs of their assigned senior leaders.
Special Knowledge, Skills, & Abilities
Professional, autonomous, proactive, organized, able to balance competing tasks and priorities.
Self-motivated, focused, positive attitude, flexible, professional, and proactive.
Ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
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.
Ability to take initiative and be proactive on workload and meet deadlines.
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Strong organizational skills and meticulous attention to detail.
Excellent verbal and written communication skills.
Able to be flexible for minimal weekend or evening hours required for time-sensitive issues.
Minimum Qualifications
Bachelor's Degree.
Five year's experience providing high level expertise.
Demonstrated project coordination experience.
Proficiency in Zoom, Microsoft Teams, Microsoft Excel, and PowerPoint.
Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Experience with reimbursement/accounting software (e.g. SAP, Concur),
Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,300 - $93,500 Annually ($75,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: 37.50
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM Admin Finance FP&A
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.