Administrative Specialist

The Office of Faculty and Research (OFR) at JHU Carey Business School is seeking an Administrative Specialist who will be responsible for coordination, facilitation and implementation of academic and administrative projects in support of the Carey Research Centers and the faculty directors of the Carey Research Centers. Duties require a high degree of capability with project management, problem-solving, attention to detail, discretion, creativity, and initiative in a professional administrative environment. This role will also manage the event planning function for Carey Centers (including Nexus sponsored events), working in coordination with the school’s event planning team. This position is based in the Harbor East neighborhood of Baltimore, MD, with some occasional local travel to Washington, D.C. required.

Specific Duties & Responsibilities

Administrative Project Leadership (40%)

Lead concurrent special projects for multiple stakeholders, including organization, communication, and onsite support if needed.

Work collaboratively with faculty directors and Center staff to accomplish Center goals, understanding the varied purpose of each Center and its value to the organization.

Provide non-standard, non-routine, varied, and high-level administrative expertise to Carey Centers and their faculty directors.

Exercise independent judgment in the resolution of administrative problems.

Represent the Centers and interact with high-level administrators, faculty and external stakeholders.

Serve as public contact for all external communications; must be able to address all inquiries professionally while serving as an effective gatekeeper for access to the faculty they support.

Assist in disseminating information internally to faculty.

Provide a wide range of communications and documentation support for Centers. Format, prepare, edit, and proofread a variety of materials for external audiences and meetings. Assemble attachments and review outgoing material for completeness. Gather, compile, organize, and manipulate data to create reports.

Event Planning Management (40%)

Lead full-scale project management and organization for key Center events, to include budget management, advance communications, and attendee management, including registration, management of registration fees, research paper submissions and submission fees, and day-of staffing and support (Zoom support, onsite staffing and detailed event logistics).

Supervise the Sr. Events Coordinator for the Office of Faculty and Research.

Work with Center faculty directors and Careys Event Planning team as OFR’s primary POC for high-profile (Tier 1) Center Events in DC and at Harbor East.

Oversee guest relations, including arranging for offsite accommodations for guest speakers, reimbursement process for transportation for guests, ordering of branded items for giveaways, and other needs.

Propose new ideas to improve the event planning and implementation process.

Triage and find solutions for any problems that arise during the event.

Oversee planning and attendee management for Medium Profile (Tier 2) events, such as workshops, meetings/retreats, and departmental event/activities.

Oversee logistics and catering orders onsite in Washington, D.C. & Harbor East for events/meetings for non-Tier 1 (Tier 2 and Tier 3) events. Plan and prepare event materials including name tags, notebooks, packages, gift bags, registration lists, seating cards, etc.

Available on some weekends and evenings to support Events (including Nexus sponsored events, Center sponsored events, and Academic Conferences) in both Baltimore, MD and Washington, D.C.

Financial Support (15%)

Manage financial details related to Center activities, aligned with approved Center budgets.

Prepare travel reimbursements via SAP Concur for senior Center faculty.

Administer online payment requests in SAP, vendor setup in Payment Works, and Independent Contractor invoices in SAP.

Miscellaneous (5%)

Assist with a variety of general faculty events/activities as needed, such as New Faculty Orientation and academic conferences.

Assist with school-wide functions that require broader support (Carey Graduation).

Other duties as assigned.

Special Knowledge, Skills & Abilities

Ability to work independently and with sound judgment.

Ability to work at a fast pace and effectively manage priorities.

Strong organizational skills, with an ability to manage simultaneous projects.

Attention to detail, both in communications and tasks/projects.

Demonstrated experience in customer service, excellent communication skills.

Working knowledge of internet/web-based resources.

Strong computer skills, email skills, and professional etiquette.

Knowledge/proficiency of Windows applications including Word, Excel, and PowerPoint.

Interest in mastering new software or online university systems.

Operates personal computer to access e-mail, electronic calendars, and other basic supportive software.

Minimum Qualifications

Bachelors 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.

Preferred Qualifications

Experience in a higher education environment desired.

Classified Title : Administrative Specialist

Role/Level/Range: ATP/03/PC

Starting Salary Range: $53,800 – $94,400 Annually ($75,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule : M-F 8:30 – 5 pm

Exempt Status: Exempt

Location : Hybrid/JH at Harbor East

Department name: Faculty & Research Administration

Personnel area: Carey Business School

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.