The Executive Specialist will support the mission of the Institute for Global Tobacco Control (IGTC) by providing complex administrative and project support directly to the Institute Directors in coordinating and facilitating the accomplishment of organizational goals, objectives, strategic and tactical initiatives, as well as ensuring the smooth and efficient operation of the Directors' offices as well as the institute as a whole. As a professional representative of IGTC and the Directors, the candidate will be a detail-oriented team player who is committed to responsiveness and customer service. The Executive Specialist will deal regularly with highly sensitive, privileged and confidential subject matter.
The position is expected to maintain the highest degree of professionalism and trust on the telephone, in person, via electronic communication, and must be able to prioritize and multitask based on changing needs and situations. Inter- and intra-office communication and teamwork skills are critical.
Duties include coordinating and performing a broad range of administrative duties in a fast-paced environment for the IGTC Director, Associate Director, faculty and staff, arranging conference and event logistics for the institute, and maintaining a high level of customer service excellence and attention to detail.
Specific duties & responsibilities:
Acts as a representative for the Director and Associate Director and the institute, in meetings and at large. Maintains Directors' calendars, coordinates meetings and committees, schedules appointments, resolves scheduling conflicts, and prioritizes requests.
Carries out critical and important projects in conjunction with other team or committee members, including developing plans, defining and communicating alternatives and making recommendations regarding appropriate courses of action based on thorough understanding of desired outcomes, expectations and timelines. Manages special projects on behalf of the Directors.
Interfaces with key leadership and leadership offices across the university.
Anticipates and problem-solves issues and concerns impacting the Directors and the institute and participates in priority setting as required. Manages communications from the Directors and the institute; prepares first drafts of communications, announcements, letters and memos.
Prepares and assists the Directors with a variety of meetings, including researching and gathering critical information and intelligence on issues, creating reports, generating presentations, preparing briefings, developing meeting agendas and taking minutes, conducting necessary follow-ups, and briefing the Directors on the state of affairs, critical points and sensitivities.
Assists with Innovations Lecture Series and planning of IGTC special events, including scheduling appropriate space and computer/AV equipment for events. Coordinates preparation of logistics, itineraries and agendas, including travel arrangements for speakers and catering. Creates flyers to promote lectures and events; adds events to JHSPH calendar and e-signs around School. Plans annual student event and end of year gathering for the institute.
Assists in the preparation of materials for grants and grant renewals, including but not limited to gathering data, generating narratives and tables, editing content, and formatting documents.
Supports hiring and other HR-related processes for the institute's faculty, staff and students. Helps facilitate interviews and liase with hiring managers, finance personnel, human resources department, and compensation to support relevant HR related tasks. Tracks and monitors open and closed requisitions. Manages the onboarding and off boarding procedures for staff and visiting scholars. Updates out of office staff requests and maintains IGTC time off calendar.
Manages travel and accommodation arrangements for IGTC staff and faculty, including travel visas as necessary. Processes travel reimbursements for Director and Associate Director.
Orders office supplies as needed and maintains filing systems. Develops and maintains accurate and current computerized record of students, software licenses, master list of password/logins for project files and data,and equipment inventory and supplies. Monitors office supplies and materials.
Maintains and updates office space, parking spaces and business continuity plan as well as attendance policies including work from home. Recommends operational processes and workflows.
Provides administrative support to the center, including managing the institute's project grid; schedules Zoom meetings and webinars for staff; updates holiday cards mailing list and mailing labels and assists with coordinating holiday events; assists with staff IT help requests; maintains a; monitors institute's email inbox and responds to emails received. Provides additional administrative support and performs other duties as needed.
Minimum qualifications (mandatory):
5 years' experience in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice.
Additional related experience (i.e. experience in field for which the executive to whom this position reports to is responsible) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula, in exceptional cases.
Master's degree preferred in a related field.
Previous work experience in administration at a higher education institution with a strong customer service orientation preferred.
Knowledge of SAP desirable but not required.
Knowledge of JHU policies, procedures, and administrative/financial systems preferred.
Special knowledge, skills, and abilities:
Demonstrated high level writing skills required. Some budget or expense monitoring and/or tracking required.
Exceptional organizational and time management skills.
Confidentiality, initiative and tact, mature and independent judgment, and a high level of administrative and communication skills required.
Ability to work independently and prioritize work effectively and within established deadlines and timeframes.
Excellent interpersonal, problem solving and customer service skills, a strong attention to detail and accuracy, and an ability to multi-task in high-pressure situations.
Ability to remain calm under pressure from competing priorities and deadlines. Extensive and advanced knowledge of Microsoft Office software.
Advanced proficiency with Excel.
Awareness of and interest in global tobacco control issues highly preferred.
Experience in a higher education environment highly preferred.
Proficiency in a second language (Mandarin, Spanish, Portuguese, Russian, Urdu or Vietnamese) would be an asset.
Demonstrated ability to work productively independently and as part of a team.
Must be solution-oriented and have well developed organizational skills, advanced communication skills, excellent problem-solving skills, time management skills and experience managing multiple projects/tasks with conflicting deadlines is a plus.
Classified Title: Executive Specialist Working Title: Executive Specialist Role/Level/Range: ATP/03/PD Starting Salary Range: $59,280 - $81,435; Commensurate with experience Employee group: Full Time Schedule: 7.5hrs daily Exempt Status: Exempt Location: 05-MD:School of Public Health Department name: 60001101-IGTC-Internat'l Global Tobacco Control Personnel area: School of Public Health
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 email@example.com. 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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