Principal Administrative Specialist

Development and Alumni Relations (DAR) supports Johns Hopkins’ focus on research, teaching and patient care, and its role as a national and global leader in higher education. We create and foster enduring relationships that result in advocacy and philanthropic support for Johns Hopkins University & Medicine—strengthening the institution through partnerships with donors, alumni, volunteer leaders, faculty, students, staff, and patients. Johns Hopkins University supports a flexible work model which includes four different work modalities. This role has a hybrid work arrangement with an onsite presence of three days per week. The manager will confirm the team’s core onsite days where the majority/all team members will work in the office. Employees who travel on university business can count those days towards their onsite days. The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Constituent Relations and 3) Finance and Administration. As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels. Reporting directly to the Sr. Director of Administration and Operations, this position serves as the chief representative and point of contact for the Associate Dean. The Principal Administrative Specialist will deal regularly with highly sensitive, privileged and confidential information. 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. Duties include coordinating and performing a broad range of administrative duties in a fast-paced environment for the Associate Dean for Development and Alumni Relations. Will coordinate, execute, and facilitate all responsibilities of the Associate Dean for Development and Alumni Relations, including scheduling, monitoring, and tracking projects, travel, preparing correspondence to donors, prospects, and constituents, and composing and editing reports and other written materials on behalf of the Associate Dean. Ensure the smooth and efficient operation of the department as a whole and be the outward facing, professional representative of the Associate Dean for Development and Alumni Relations and the department. Will be both a big-picture and a detail-oriented team player who is committed to timely high-quality outputs, responsiveness and customer service. We are seeking a Principal Administrative Specialist who will support the mission of the Office of External Affairs by providing exceptionally complex and confidential support directly to the Associate Dean for Development and Alumni Relations. Key responsibilities: Supporting the Associate Dean for Development and Alumni Relations (75%) Represent the Associate Dean with the University, School, donors, prospects, organizations, agencies, and groups; manage special projects on behalf of the Associate Dean; and ensure that the Associate Dean is fully prepared for meetings by proactively compiling research on meeting content, agendas, and subject matters, as well as inviting participants. Oversee the maintenance of the Associate Dean calendars, coordinates meetings and committees, schedules appointments, resolves scheduling conflicts, and prioritizes requests. Coordinates scheduling, development and distribution of the monthly departmental meetings. Carries out critical and strategic projects in conjunction with other team or committee members, including developing plans, timelines and milestones; identifying and communicating alternatives and making recommendations regarding appropriate courses of action based on thorough understanding of desired outcomes, expectations and timelines. Anticipates and problem-solves issues and concerns impacting the Associate Dean Manages communications from the Associate Dean and the department. Prepares/oversees drafts of communications, announcements, letters and memos. Responsible for generating presentations, preparing briefings, developing meeting agendas and taking minutes, conducting necessary follow-ups, and briefing the Associate Dean. Assist the Associate Dean with budget management and tracking, ensuring accurate and timely financial reporting. 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. Draft PowerPoint presentations for the Associate Dean’s reports Resolve issues and prioritize items which require the Associate Dean’s immediate attention. Regularly handling highly confidential materials, both in writing and with sensitive conversations that often require independent judgment and action. Collect, collate, and summarize materials for the Associate Dean's use in a variety of settings. Compose correspondence to be sent under the Associate Dean’s signature. Review correspondence created by External Affairs staff for the Associate Dean’s signature. Monitor and update the annual operational plan, project, and strategic goals process by tracking and monitoring progress. Participate in finance and administration team special projects. Support Associate Dean with gift agreements that need to be processed. Submit gift agreement request on his behalf by submitting the Fundraiser Gift Agreement Checklist and following the BSPH gift agreement procedure. Maintain and submit donor risk reviews for Associate Dean’s donors/prospects Review/edit gift acknowledgment letters that are assigned to Associate Dean Provides additional administrative support and performs other duties as needed. Coordinate the domestic and international development trips and donor/prospect visits for the Dean and Associate Dean (e.g., transportation, hotel, travel visas, itineraries, directions and packets/gifts), contact organizations, donors, prospects, and dignitaries to schedule appointments, create meeting agendas, and serve as domestic point of contact. Oversee the manage the Associate Dean’s electronic calendar for meetings by responding to incoming and outgoing invitations. Coordinate the review/edit gift acknowledgment letters that are assigned to Associate Dean Coordinate the proactive entry of critical donor/prospect information, visit notes, updates, and stewardship visits into JHAS (in the development database). Coordinate travel and accommodation arrangements and processes travel reimbursements in for the Associate Dean. Supporting the BSPH Health Advisory Board (15%) Provide high level administrative support to the School’s Health Advisory Board, by: Maintains a roster of members of the HAB, anticipates membership expiration dates, and coordinates elections during membership turnover. Responsible for preparing agendas and minutes for the HAB, generating presentations, preparing briefings, developing meeting agendas, taking minutes, conducting necessary follow-ups, and briefing the Associate Dean Attending periodic meetings to discuss communications strategy and solicitations and update project management system with actions. Maintaining relationships with board members through their assistants Coordinating orientation meeting for new board members and the process to transition off members whose terms have ended. Capturing actions, proposals, and cycles in the relationship management system. Maintain and submit donor risk reviews for Associate Dean’s donors/prospects for all Health Advisory Board members and their spouses. Supervision (10%) Directly supervise one administrative coordinator and oversee a team of three. Mentor and coach as needed to encourage development and growth. Oversee the submission of travel and business expense reimbursements using Concur. Provide guidance and direction and troubleshoot on workload management. Work with administrative coordinators to manage administrative functions including file management and storage. Meet regularly with principals supported by the administrative team to evaluate performance and operational processes. Other Support Schedule and attend development leadership team meetings (DELTA), and capture notes and follow-up on pending actions. 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. Preferred Qualifications Seven years' experience in support of academic, business, research and/or development Previous work experience in administration at a higher education institution with strong customer service orientation. Knowledge of JHU policies, procedures, and administrative/financial systems. Extensive and advanced knowledge of Microsoft Office software. Advanced proficiency with Trello, PowerPoint, Database Management and Excel. Classified Title: Administrative Specialist Job Posting Title (Working Title): Principal Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: Minimum $59,870. - Maximum $104,670 (Targeted Salary: $74,000) Employee group: Full Time Schedule: Monday-Friday, 8:30am-5:00pm Exempt Status: Exempt Location: School of Public Health - East Baltimore Campus Department name: 10001274-Development Office of Personnel area: School of Public Health 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.