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Administrative Specialist

2 months ago

Baltimore, Maryland, United States Johns Hopkins University Full time
Job Summary

We are seeking a highly skilled and organized Office Manager to join our team at the Department of Physics and Astronomy at Johns Hopkins University. This is a unique opportunity to work in a dynamic and collaborative environment, supporting the Chairman, Faculty, and senior administrative staff through high-level administrative tasks and project management.

Key Responsibilities
  • Administrative Support: Provide comprehensive administrative support to the Chairman and senior staff, including handling correspondence, managing faculty processes, and coordinating departmental initiatives.
  • Office & Workflow Management: Oversee daily office functions, including supplies, equipment, and maintenance, and manage and support office staff, ensuring effective performance and coverage.
  • Project & Event Management: Lead or support departmental and university-wide projects, including strategic planning and special initiatives, and organize and manage departmental events such as seminars, conferences, and workshops.
  • Financial & Budgetary Oversight: Assist in budget planning and financial reporting, including managing office supplies and materials, and approve PCard transactions, ensuring compliance with departmental and university policies.
  • Special & Cyclical Tasks: Coordinate annual faculty reviews, budget preparation, and departmental surveys, and handle spontaneous tasks such as emergency response coordination, special event planning, and policy review.
  • Office Systems & Reporting: Oversee the 25Live scheduling system for departmental events and manage booking requests, and maintain departmental records, prepare reports, and ensure compliance with university policies.
  • Customer Service & Liaison Duties: Act as a liaison between the department and various stakeholders, including university offices and external organizations, and provide excellent service to faculty, staff, students, and visitors, resolving issues and addressing inquiries.
Requirements
  • Education: Bachelor's Degree
  • Experience: Five years in providing high-level expertise
  • Preferred Qualifications: Experience working in an academic department/higher education, proven experience in office management or administrative roles, preferably in an academic or higher education setting, and experience supervising staff, including managing workloads, providing feedback, and conducting performance evaluations.
What We Offer

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.