We are seeking an Administrative Specialist who will provide executive support for the Director of the Department of Gynecology and Obstetrics and Chief Administrative Officer (CAO). Work priorities are set by the Director, and work is organized around the needs of the Director, with a matrixed relationship with the CAO. The Assistant to the Director will need to learn, understand, and be able to interpret Departmental, School of Medicine, and University policies for faculty and staff within the scope of the position. They must have the absolute confidence and trust of the Director and must regularly exercise independent judgment in a variety of areas. This position is a senior administrative support position within the Department and as such must provide an outstanding example for the other administrative support staff.

　　The scope of the Director and CAO’s job and the size of the Department guarantees that this position has substantial and complex responsibilities. This position must manage the multiple facets of the Director’s office, balancing each aspect with precision and sensitivity as well as absolute discretion. A high level of discretion and strong Emotional Intelligence (EQ) is a must. This individual will be working with individuals throughout Johns Hopkins Medicine, including frequent contact with the Dean’s Office, School of Medicine office, and Johns Hopkins Medicine Executives. They must be able to independently manage projects of significant scope and complexity while maintaining a smoothly running Director office. This individual is the first representative of the Director’s office and must have the ability to manage many situations that call for personal self-confidence and discretion.

　　The Position’s Major responsibilities fall into three categories

　　Administrative Management of the Director and CAO’s Office 40%

　　Operations and Communication Management 40 %

　　Project Management 20%

　　Specific Duties & Responsibilities

　　Administrative Management of Director and CAO’s Office 40%

　　Assist in the electronic management of the complex day-to-day schedule of the GYN/OB director and CAO.

　　This includes arranging and managing travel schedules.

　　Plan and manage complex meetings within and outside the Department.

　　This includes duties such as developing meeting agendas, taking meeting minutes, and turning around final meeting minutes.

　　Understand the value and limitations of the Director’s time and prioritize time demands; accordingly, Adjust and readjust actions to fit the changing priorities of the Director’s office.

　　Set routine priorities independently and see to satisfactory conclusion tasks and requests.

　　Provide information management support by drafting, editing, finalizing, and publishing public and confidential reports, correspondence, and presentations on behalf of the Director promptly.

　　Review, distribute & dispose of physical & electronic communications with acumen, timeliness, and accuracy.

　　Prepare materials for meetings and ensure that appropriate arrangements have been made for meetings.

　　Manage faculty and personnel management processes that require the Director and CAO’s signatures and/or tracking of documents.

　　Organize file management & information retrieval systems.

　　Work with other members of the team, including members of the faculty affairs team, to ensure the Director’s office is viewed in the highest possible light and the work of the Director’s office is completed in a timely, efficient, and professional manner.

　　Balance the interests of all clients of the Director’s office and readily adjust priorities to meet pressing and changing customer demands.

　　Become increasingly expert at knowing who, how, and when to loop in the appropriate people to solve issues; ensure the appropriate people/offices receive important communications.

　　Coordinate travel for faculty candidates by scheduling transportation, reimbursing expenses, scheduling interviews, planning itineraries, and hosting guests upon arrival.

　　Operations & Communication Management 40%

　　Displays superb contextual and strategic understanding of the priorities of the Director’s office and the Department & how these fit into the larger University.

　　Exhibit excellent communication and interpersonal skills in many forms and contexts. Understand, interpret, and apply requirements, regulations, and policies related to GYN/OB within the scope of the position.

　　Responsible for representing the Director and CAO’s office. Must relate and respond to questions, priorities, policies, and strategic direction and independently solve issues and problems within the scope of the position; knows when and to whom to escalate issues.

　　Understand and independently apply the “Need to Know” policy, balancing the need to keep information confidential, yet keep work flowing smoothly.

　　Skillfully use techniques to diffuse difficult situations, and act as a calming influence in stressful situations.

　　Act as a confidential resource to the Director and CAO; successfully discerning between mission-critical and trivial information.

　　Communicate accurately, confidently, and skillfully in written or oral formats; apply appropriate etiquette to the communication situation.

　　Independently manage all Director-initiated meetings (e.g., faculty meetings, Division Directors meetings), including agenda management and active follow-through, production materials for meeting members, as well as high quality and timely summary of meetings.

　　Attend and produce follow-up communications and action plans from these meetings.

　　Help to develop and manage faculty events emanating from the Director’s Office, including but not limited to faculty retreats, and faculty meetings in different formats (e.g., by rank, location, or similar).

　　Work with other team members to produce Director-directed special events (e.g., celebrations and other events of note); ensure special events remain within budget limits.

　　Manage online financial systems applicable to position within Department and University parameters, including the travel systems.

　　Successfully liaise with the Department’s administrative and clinical staff.

　　Oversee departmental processes to improve efficiency. Understand and promote beneficial working relationships with faculty, trainees, and staff. keeping department values and culture.

　　Ensure all who need to know, receive timely and accurate information concerning the Director’s schedule as necessary to successfully perform their duties.

　　Project Management 20%

　　Partner with the CAO to handle and process faculty, trainee, and staff recruitment, appointments, and hiring.

　　Facilitate and manage the Director’s clinical, educational & research priorities by assisting with executing and establishing timelines, project management and policy writing and dissemination.

　　Creates and maintains files and correspondence for faculty and fellow appointments.

　　Prepares appropriate Hospital, University, and Departmental appointment request forms for all new appointments, reappointments, terminations, and changes to JHH medical staff.

　　Assists in the resolution of issues relating to JHH clinical appointments, SOM appointments, and hire requests.

　　Responsible for organizing and managing projects of significant size and scope for the Director’s office.

　　Projects vary but include independent organization and management of Department-wide programs and initiatives.

　　Organize and manage projects for the Department and Director’s office.

　　Work with the Director to execute initiatives to be launched and managed from the Director’s office.

　　Supports prioritizing and executing departmental space planning, facilities construction, and renovation, and coordinating faculty and staff relocations. Ensures projects fall within the scope and the get set by the department.

　　Provide management of these initiatives, understanding, coordinating, and incorporating other Department resources as needed. Must have situational awareness to ensure effective collaboration and historical/existing resources for initiatives.

　　Defines projects in collaboration with key stakeholders. Assembles appropriate project team and defines key tasks and deadlines necessary for the execution of deliverables.

　　Assembles comprehensive project plans and communicates project teamwork assignments. Executes necessary follow-up during implementation.

　　Supports data collection to identify strategic and operational opportunities, monitor project outcomes, and close projects with after-action reviews.

　　Oversee special assignments as needed.

　　Minimum Qualifications

　　Bachelor's degree.

　　Five years in providing high level expertise.

　　Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

　　Classified Title: Administrative Specialist

　　Role/Level/Range: ATP/03/PC

　　Starting Salary Range: Min $53,300 - Max $93,500 Annually ($73,400 targeted; Commensurate with experience)

　　Employee group: Full Time

　　Schedule: Mon - Fri 8:30 am - 5:00 pm

　　Exempt Status: Exempt

　　Location: School of Medicine Campus

　　Department name: ​​​​​​​SOM OB GYN General Administration

　　Personnel area: School of Medicine

　　Total Rewards

　　The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

　　Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:

　　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 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.

　　**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

　　The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

　　The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion (https://diversity.jhu.edu/roadmap-on-diversity-and-inclusion/) .

　　Accommodation Information

　　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 Talent Acquisition Office at [email protected] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

　　Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

　　The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

　　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.

　　Note: Job Postings are updated daily and remain online until filled.

　　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.