Administrative Specialist

General Summary/Purpose

The Administrative Specialist is responsible for oversight and coordination of the administrative functions for the office of the Administrator. This position manages and/or completes projects as assigned by the Administrator, the Clinical Program Director, and the Chairman of Radiation Oncology. Researches and analyzes data in order to develop reports as requested, drafts and edits a variety of written materials. Represents the Administrator to a wide range of external and internal constituencies; exercises discretion and judgment in resolution of day-to-day problems.

 

Specific Duties & Responsibilities
Assists Suburban, Sibley and Bayview faculty with scheduling requests.

Coordinate faculty candidate visits including travel and lectures.  Independently drafts and edits materials for both Chairman and Administrator.

Liaison with internal and external CEO and Senior level contacts through correspondence and other communications to coordinate requests.

Schedules appointments, make travel arrangements (local and international).

Prepares itineraries and travel reimbursement documentation for internal and external constituents.

Organize and coordinate all aspects of administrative activities associated with effective management of Administrator’s office.

Determine work priorities to meet deadlines.

Processes all SAP (HopkinsOne) invoices and special vendor order requests.

Organizes and maintains confidential and general files and records.

Exercises independent judgment in resolution of administrative problems.

Represents both the Chairman, Administrator, and Clinical Program Director with internal and external constituents.

Prepares agendas, background information and handles logistics for meetings.

Plans, organizes and oversees office practices and procedures, such as purchasing, records control, projects and budget monitoring.

Responds to and directs incoming correspondence.

Resolves complaints, interprets and edits policies and procedures and coordinates the timely flow of communications.

Interact directly with Radiation Oncology personnel on faculty and staff issues Annual ASTRO preparations.

Review contracts as they come up for renewal to ensure that terms are correct and up-dated.

Review proposals for new contracts using template.

Runs contracts through General Counsel's office, Office of Technology Licensing, and Conflict of Interest Committee and works with faculty and senior staff to ensure accuracy.

Coordinate Peer Review Materials from external and internal colleagues Assists with special event planning.

Exercises administrative judgment and assumes responsibility for decisions and results impacting the quality of service within the functional area

Minimum Qualifications (Required)

Bachelor's degree

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: 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. *

Special Knowledge, Skills, and Abilities

Excellent communication, presentation, and interpersonal skills required.

Ability to express ideas clearly and logically and undertake independent problem solving.

Strong writing, editing, and presentation skills.

Specific communications skills, such as PowerPoint and Excel for presentations and analyses.

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.

Knowledge of approaches and methods for performance improvement.

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.

Ability to create and develop programs utilizing project management skills.

Classified Title: Administrative Specialist 
Working Title: Administrative Specialist  ​​​​​
Role/Level/Range: ATP/03/PC 
Starting Salary Range: $50,700 - $69,780/ Commensurate with experience
Employee group: Full Time 
Schedule: Monday - Friday, 8:30am-5:00pm / 37.50 hrs per week 
Exempt Status: Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003283-SOM Rad Onc General Administration 
Personnel area: School of Medicine

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 jhurecruitment@jhu.edu. 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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