The Administrative Specialist is responsible for assisting and supporting the State Affairs team at JH Eastern and Annapolis offices, in its daily operations, planning, and implementing programs and initiatives in support of the public policy agenda for Johns Hopkins University & Medicine. The position will provide the team with high-level administrative support including calendar management, travel logistics, general operations and serve as the primary phone contact. Additionally the Specialist will provide research and draft and edit documents. The position also has key roles in cross department project work.
The estimated percentage of time spent on job duties is as follows:
30% Project work – State Affairs team and GCA office, web site content management, publication assistance, high-level project support.
35% Administrative – Support team members with scheduling, travel, all logistics for events/meetings, point of contact for team including answers phones – general backup support of other departments when needed.
35% Online research/reference, drafting, writing, organizing and producing briefing materials and/or other documents.
REPORTING RELATIONSHIP: Government & Community Affairs Specialist
Specific Duties & Responsibilities
Provide high-level administrative support for staff including complex multiple calendar administration and collaboration with external offices for schedule coordination with high-level officials and dignitaries.
Provide editorial support including drafting, copyediting and proofreading department briefing materials and other documents.
Draft briefing documents, including talking points intended for senior staff, leadership, and administrators
Attend or watch briefings and prepare notes to share with the State Affairs team,
Prepare materials for key meetings or other interactions preparation may include researching and gathering critical information and intelligence on issues, preparing briefings, creating reports and presentations, proposing and developing agendas, conducting necessary follow-ups and briefing the team on the status of activities, critical points and sensitivities.
Utilize the meeting tracking system or alternative tracking method.
Exercise independent judgment in prioritizing meeting schedules.
Independently respond to an array of inquiries and requests.
Anticipate and problem solve issues and concerns affecting the Team.
Interact effectively with high-level, government leaders and community and business leaders.
Develop institutional relationships; collaborate and liaise extensively with a variety of individuals on matters critical to the Department. Interface with key leadership and their offices across the enterprise.
Plan travel arrangements and prepares itinerary.
Provide special events and meeting coordination including venue selection, logistics, communications, attendee registration and/or scheduling and onsite support
Regularly update and review for accuracy all mailing lists that involve government officials and ensure proper protocol is followed in all contacts with elected officials
Assist with lobbying disclosure questionnaire and quarterly report
Disseminate appropriate confidential information including reports, legislative policies and regulations.
Handle materials of a highly sensitive and confidential nature.
Support office wide general operations as needed as a member of the core department operations team.
Act as a backup for administrative support for other teams when needed.
Alternate work location: This position is located full time from January through April in the Government and Community Affairs office in Annapolis, Maryland in alignment with the Maryland state legislative session schedule. Annapolis is the primary work location during this period and staff members do not receive commuting expense reimbursement.
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
This position is located in a fragrance free office environment. This policy is a reasonable accommodation to employees with severe allergies. There are limited physical discomforts due to temperature, noise dust etc.
Minimum Qualifications (Required)
Five (5) years in providing high-level expertise.
Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
* 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 the 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. *
Experience in Maryland State government relations and/or public affairs.
Special Knowledge, Skills, and Abilities
Proofreading and copyediting skills a plus.
Experience with Access very helpful.
Experience with SAP Concur very helpful.
Experience with Zoom and Microsoft Teams is preferred.
Proficiency with Microsoft Office suite.
Proven organizational skills.
Excellent oral, written and interpersonal communication skills.
Ability to interact with government officials, external and internal senior leadership levels.
Ability to work in high energy, high pressure environment handling multiple tasks effectively.
Classified Title: Administrative Specialist Working Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: $60,000 - $65,000/ Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 37.5 hrs per week Exempt Status: Exempt Location: 03-MD:Eastern High Campus Department name: 10001654-Finance and Administration Personnel area: Johns Hopkins University
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 firstname.lastname@example.org. 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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