Address
Form of work
SalaryWe are seeking a highly skilled Research Administrative Specialist to provide expert support for the research@BSPH Office of the Vice Dean for Research. The successful candidate will play a vital role in overseeing and coordinating administrative tasks while offering project support to the vice dean for research. The ideal candidate should be professional, autonomous, proactive, organized, and possess project management experience. They will have the opportunity to contribute to a dynamic and evolving research office.
Specific Duties & Responsibilities
Office of the Vice Dean for Research Administrative Responsibilities
- Manage the daily administrative operations of the research@BSPH office, demonstrating flexibility and understanding of the vice dean's work and changing priorities.
- Serve as the primary point of contact for inquiries directed to the research@BSPH Office of the Vice Dean for Research, assisting visitors and key stakeholders by providing guidance, disseminating information, and answering questions.
- Anticipate the vice dean's needs by prioritizing incoming work, ensuring timely and effective resolution, and following up on deadlines, drafts, and reminders.
- Proactively resolve issues that may affect the vice dean and the leadership team.
- Prepare the vice dean for important meetings, presentations, and discussions by assembling relevant materials, reports, and briefings.
- Manage a complex calendar, including responding to meeting and call requests in a timely manner, resolving conflicts, and sending reminders and confirmations.
- Staff and track several committees and meetings, ensuring all logistics are handled, such as reserving event/meeting locations, securing AV support, arranging catering, creating agendas, and writing meeting minutes.
- Schedule conferences, banquets, and other special functions, including monthly Grants 360 sessions for the research@BSPH Office.
- Assist in managing three yearly grant award processes managed and awarded by the research@BSPH office.
- Format correspondence and draft announcements, letters, memos, reports, proposals, graphs, slides, articles, and oral presentations.
- Process and submit travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements for the vice dean.
- Conduct literature searches and serve as a liaison with various groups, vendors, suppliers, government agencies, and funding agencies.
- Create and manage database files to track the vice dean's filing and correspondence documentation.
- Collaborate with the communications specialist to assist as a project assistant for the Research Wiki, curating content, enabling engagement, and ensuring content editing and quality assurance.
- Assist communications specialist in the maintenance of several external webpages and intranet sites.
- Process non-employee travel reimbursements, honorarium payments, and invoices related to departmental and reappointment reviews.
- Support special projects and additional tasks as assigned.
Special Knowledge, Skills & Abilities
- Self-motivated, self-starter with a positive attitude and a high degree of professionalism.
- Proven ability to manage competing priorities and work effectively in a complex, fast-paced environment.
- Experience in project management and event planning.
- Strong interpersonal skills to liaise with individuals at all levels, including high-level executives, VIPs, and peers.
- Ability to handle highly confidential and sensitive matters with discretion.
- Exceptional organizational skills and meticulous attention to detail.
- Excellent verbal and written communication skills
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
- Interest in public health research.
We are seeking a highly skilled Research Administrative Specialist to provide expert support for the research@BSPH Office of the Vice Dean for Research. The successful candidate will play a vital role in overseeing and coordinating administrative tasks while offering project support to the vice dean for research. The ideal candidate should be professional, autonomous, proactive, organized, and possess project management experience. They will have the opportunity to contribute to a dynamic and evolving research office.
Specific Duties & Responsibilities
Office of the Vice Dean for Research Administrative Responsibilities
- Manage the daily administrative operations of the research@BSPH office, demonstrating flexibility and understanding of the vice dean's work and changing priorities.
- Serve as the primary point of contact for inquiries directed to the research@BSPH Office of the Vice Dean for Research, assisting visitors and key stakeholders by providing guidance, disseminating information, and answering questions.
- Anticipate the vice dean's needs by prioritizing incoming work, ensuring timely and effective resolution, and following up on deadlines, drafts, and reminders.
- Proactively resolve issues that may affect the vice dean and the leadership team.
- Prepare the vice dean for important meetings, presentations, and discussions by assembling relevant materials, reports, and briefings.
- Manage a complex calendar, including responding to meeting and call requests in a timely manner, resolving conflicts, and sending reminders and confirmations.
- Staff and track several committees and meetings, ensuring all logistics are handled, such as reserving event/meeting locations, securing AV support, arranging catering, creating agendas, and writing meeting minutes.
- Schedule conferences, banquets, and other special functions, including monthly Grants 360 sessions for the research@BSPH Office.
- Assist in managing three yearly grant award processes managed and awarded by the research@BSPH office.
- Format correspondence and draft announcements, letters, memos, reports, proposals, graphs, slides, articles, and oral presentations.
- Process and submit travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements for the vice dean.
- Conduct literature searches and serve as a liaison with various groups, vendors, suppliers, government agencies, and funding agencies.
- Create and manage database files to track the vice dean's filing and correspondence documentation.
- Collaborate with the communications specialist to assist as a project assistant for the Research Wiki, curating content, enabling engagement, and ensuring content editing and quality assurance.
- Assist communications specialist in the maintenance of several external webpages and intranet sites.
- Process non-employee travel reimbursements, honorarium payments, and invoices related to departmental and reappointment reviews.
- Support special projects and additional tasks as assigned.
Special Knowledge, Skills & Abilities
- Self-motivated, self-starter with a positive attitude and a high degree of professionalism.
- Proven ability to manage competing priorities and work effectively in a complex, fast-paced environment.
- Experience in project management and event planning.
- Strong interpersonal skills to liaise with individuals at all levels, including high-level executives, VIPs, and peers.
- Ability to handle highly confidential and sensitive matters with discretion.
- Exceptional organizational skills and meticulous attention to detail.
- Excellent verbal and written communication skills
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
- Interest in public health research.
Classified Title: Administrative Specialist
Job Posting Title (Working Title): @Research Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: Min $53,300 - Max $93,500 Annually ($71,890 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30 am - 5 pm
Exempt Status: Exempt
Location: Hybrid/School of Public Health
Department name: Graduate Education and Research
Personnel area: School of Public Health
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 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.
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.
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and 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. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.
The following additional provisions may apply, depending on 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.
Note: Job Postings are updated daily and remain online until filled.
