Executive Assistant

In the fast-paced office of the Institute for Policy Solutions (IPS), this position will serve as the chief administrative support to the Executive Director as well as provide some administrative support to the Institute's staff, as needed. This position will report to the Executive Director. We are seeking a Executive Assistant who will exercise independent judgement, maintains a high-level of confidentiality, demonstrates initiative, balances multiple tasks, and manages many competing priorities.

This position works closely with other units within the School of Nursing. The Executive Assistant ensures smooth management of the day-to-day administrative operations of the Executive Director and ensures that the day-to-day priorities of the Executive Director are supported and works closely with the Institute staff to facilitate the implementation of the Executive Director's priorities.

Specific Duties & Responsibilities

Scheduling

• Maintains and coordinates Executive Director 's calendar, reviews weekly calendar in advance with Executive Director and others to ensure that all necessary materials are prepared, collected, organized and as directed, reviewed well in advance for meetings.
• Coordinates complex meetings; prepares, distributes, and organized meeting materials and agendas including critical recurring meetings.
• Organizes supporting materials for meetings in OneDrive or other e-tool.

Reception

• Serves as the primary individual for greeting guests, answering phone calls, and representing the Executive Director to faculty, students, staff, and VIP's in a highly professional, positive, and gracious manner.

• As the primary liaison for IPS, serves as a primary source of information for IPS office inquiries, provides assistance to visitors and key stakeholders.

Correspondence

• Triages and manages Executive Director's Office email and other incoming and outgoing Office correspondence.

• Applies strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations with a strong attention to detail.

Administrative Support

• Responsible for a broad range of administrative support to the IPS, including but not limited to processing invoices (JHU SAP), ordering supplies, and greeting visitors.

Record-keeping

• Maintains electronic and hard copy files for the IPS and organizes records in a manner that supports university policies on records retention.
• Maintains and updates the Executive Director's CV, bio sketches, and assists with updates to professional licensing requirements.
• Maintains and updates content management system of the IPS website.
• Maintains records and assists with reports for the Executive Director's research grants and professional associations, as needed.
• Responsible for archiving of materials in accordance with university guidelines.

Purchasing

• Manages the day-to-day financial and administrative responsibilities of the IPS, such as authorization and submission of purchase requests.

Travel

• Coordinates IPS Executive Director's Office domestic and international travel arrangements with adherence to the University policies.

• Coordinates Executive Director's conference and presentation registration, scheduling, and logistics.

• Registers Executive Director on University's international registry.

Process Management

• Document and maintain IPS office processes and proactively identify and suggest changes for improvement.

Special Projects

• Coordinates or work on special projects that originate from the IPS.
• Works closely with IPS staff and others in ensuring strategic priorities of the Executive Director are met.
• Formats and edits PowerPoint presentations with an eye for clarity and design.

Additional Knowledge, Skills, & Abilities:

• Experience working with senior- or executive-level individuals and confidential or sensitive information.
• Excellent oral and written communications skills and computer skills.
• Sound judgment and independent decision-making ability.
• Highly organized and detail oriented with ability to manage and prioritize multiple projects and to work within a cross-functional environment.
• Must have demonstrated experience and facility in a range of computer programs and technology tools such as MS Office (Word, Excel, PowerPoint), Zoom, DropBox.

• Bachelor's Degree.
• Five year's experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Classified Title:Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: Min $24.00 - Max $42.00 HRLY ($64,350 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday 8:30 - 5:00 a.m -p.m
Exempt Status: Non-Exempt
Location: School of Nursing
Department name: Research Administration
Personnel area: School of Nursing

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/

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.

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 accessibility.jhu.edu.

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.

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