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Job description
We are seeking anAdministrative Specialist who will provide varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making. Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.
Specific Duties & Responsibilities
Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
Support staff management and team meetings and provide follow-up on action items.
Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
Assist with planning and conduct of events as needed.
Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.
Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.
Responsible for answering questions, providing guidance, and disseminating information.
Interpret and communicate operating policies.
Proactively identify and assist with the resolution of administrative problems.
Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.
Other duties as assigned.
In addition to the duties described above
Outreach & Mission Advocacy
Help to support the SON Student Affairs Diversity, Inclusion, and Equity (DEI) initiatives.
Represent Student Affairs at University and SON events.
Prepare presentation slides and communication.
Program Development & Event Planning
Assist in the developing, planning, and coordinating of Student Affairs events by developing marketing materials, setting up RSVP forms, and promoting the events. This key position will also develop Microsoft Forms assessments on the events' effectiveness (e.g., student attendance, engagement, etc.).
Engage fully in the preparations for, and hosting of, monthly Student Affairs programs: the Student Involvement Fair, Orientation, Peer Navigator Program events, SON Student Organizations/Hopkins Groups Trainings, and any Student Affairs initiatives.
Support orientation programs for entering students; assists in registration process, scheduling of events, and development of marketing materials, and other related student services.
Process Management
Checks the Student Affairs general email inbox daily and answers student's questions.
Writes, maintains, and shares SON Standard Operating Procedures for Student Affairs programs and policies; develops student staff handbook for the Student Affairs office.
Student Organization Support
Assist in transitioning the student organizations to the Hopkins Groups and Live25 platforms; registers new student organizations and reviews and monitors requests; updates student leader information and communicates with student groups within the Hopkins Groups platform.
Reviews, approves, and orders all supply and catering orders for student organizations.
Help to confirm reservations for student organizations using Live25 software and EzCater
Developing, planning, and execution the Student Organization Leadership In-Service Meetings, Annual Leadership Retreat, and End of Year Student Organization Awards Dinner
On call or non-standard work hour requirements
Applicant must have flexibility for evening and weekend programming/events.
Minimum Qualifications
Bachelor's Degree.
Four years of progressively responsible administrative experience, with experience working on special projects and assignments.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Technical Qualifications & Specialized Certifications
Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
Technical Skills & Expected Level of Proficiency
Calendar Management - Advanced
Financial Administration - Advanced
Interpersonal Skills - Advanced
Meeting Coordination - Advanced
Office Procedures - Advanced
Oral and Written Communications - Advanced
Organizational Skills - Advanced
Report Writing - Intermediate
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
Classified Title : Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range : $28.27 - $49.62 HRLY ($38,444 targeted; Commensurate w/exp.)
Employee group: Limited
Schedule : Monday - Friday (Hours vary and occasionally will include evening and weekend programming/events)
FLSA Status:Exempt
Location : School of Nursing
Department name: Enrollment Management & Student Affairs
Personnel area: School of Nursing
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Who can apply
Review the original listing for work authorization, qualifications and employer requirements.