Description
Working at JHU
The Johns Hopkins University School of Medicine is seeking an Administrative Project Specialist, Executive Recruitment. The Administrative Project Specialist is a key member of the newly established Executive Recruitment function within the Office of the Dean and CEO at the Johns Hopkins School of Medicine, which leads the recruitment of senior academic and executive leaders, including department and division directors. The Administrative Project Specialist partners closely with the Director of Faculty and Executive Recruitment to provide programmatic, operational, and communications support to ensure efficient and well-coordinated executive search processes.
The Administrative Project Specialist will provide general administrative and coordinating support for activities and/or projects for a team, unit or principal.
Specific Duties & Responsibilities
- Perform varied and multiple administrative support functions for recurring and ad hoc projects and/or specialized operations.
- Develop administrative processes and workflows.
- Assist in planning and development.
- Provide reports and summaries as requested.
- Resolve administrative issues and problems.
- Assist with business and financial processing, e.g. budget reconciliation, expense reimbursements, payment of invoices, etc.
- Foster institutional relationships. Collaborate and liaise with individuals across the institution.
- Other duties as assigned.
In addition to the duties described above
- Manage operational timelines and key deliverables associated with chair and director searches.
- Coordinate logistics for candidate interactions, including meetings, interviews, campus visits, and stakeholder engagements.
- Support communication workflows, including search committee materials, candidate correspondence, event coordination, and internal updates.
- Assist with preparation of reports, summaries, and documentation that support leadership decision making throughout the search cycle.
- Serve as a point of coordination for the School of Medicine’s executive recruitment function.
Minimum Qualifications
- High school diploma or graduation equivalent.
- Five years of progressively responsible experience providing administrative support.
- Experience engaging proficiently with professional level staff, senior leaders, and executives.
- Experience applying organization and analytical skills and managing complex processes.
- Experience applying strong written communication and coordination skills, including producing professional correspondence and planning and scheduling meetings.
- 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
- Bachelor’s Degree.
- Prior experience with Interfolio.
- Experience handling highly sensitive and confidential information
- Experience in academic medicine or comparable environment.
Technical Qualifications & Specialized Certifications
- Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
Technical Skills & Expected Level of Proficiency
- Operational Oversight - Advanced
- Oral and Written Communications - Advanced
- Process Improvement - Advanced
- Project Documentation - Advanced
- Project Management - Advanced
- Report Writing - Advanced
- Research and Analytical Skills - Advanced
- Workflow Management - Advanced
The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
Classified Title: Administrative Project Specialist
Job Posting Title (Working Title): Administrative Project Specialist, Executive Recruitment (SOM - Office of the Dean)
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $24.25 - $42.50 HRLY ($69,472 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Mon-Fri, 8.30am-5.00pm
FLSA Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Admin Exec Off Gen Administration
Personnel area: School of Medicine
Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.
Education and Experience Equivalency
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 Completing Studies
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.
Background Checks
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.
Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
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 jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit: https://accessibility.jhu.edu/.
Vaccine Requirements
Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the 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.
The following additional provisions may apply, depending upon 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.