Executive Assistant

Location
Maryland, United States
Posted
16 Nov 2018
End of advertisement period
16 Jan 2019
Ref
12523
Contract Type
Permanent
Hours
Full Time

Role/Level/Range: ATO 37.5/03/OG 
Starting Hourly Pay Rate Range: $22.37 - $33.33
Employee group: Full Time 
Schedule: Monday - Friday, 8:30a - 5:00p / 37.5 hrs per wk
Exempt Status: Non-Exempt ​​​​​​​ 
Location: 06-MD:School of Nursing 
Department name: 10001232-Office of the Dean 
Personnel area: School of Nursing

General Summary/Purpose

In a fast-paced, highly visible Office of the Dean, this position will serve as the chief administrative support to the Dean as well as limited administrative support to associate/assistant deans in the Dean’s Office as needed.  This position will report to the Dean.  The Executive Assistant exercises independent judgment, maintains high-level of confidentiality, demonstrates initiative, multi-tasks, and manages many competing priorities. 

This position is cross-trained for key functions and works closely with other units within the School of Nursing. Ensures smooth management of the day­ to-day administrative operations of the Dean. Ensures that the day-to-day priorities of the Dean are supported and works closely with the leadership team at the School of Nursing to facilitate the implementation of the Dean's priorities.        

Specific Duties & Responsibilities

  • Scheduling: maintains and coordinates Dean's calendar and daily schedule, reviews weekly calendar in advance with Dean and others, ensuring that all necessary materials are prepared, collected, organized and as directed, reviewed well in advance for meetings. Coordinates complex meetings, prepares and distributes meeting materials and agendas. Organizes supporting materials for meetings in box.com or other e-tool.
  • Correspondence: Triages and manages Dean'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.
  • Administrative Support: Responsible for a broad range of administrative support to the Dean’s Office, including but not limited to processing invoices (JHU SAP), ordering supplies, greeting visitors, and scheduling guest parking.
  • Record-keeping: Maintains electronic and hard copy files for the Dean's Office and organizes records in a manner that supports university policies on records retention. Maintains records and assist with reports for the Dean's research grants and professional associations. Maintains and updates the Dean's CV and bio sketches. Responsible for archiving of materials in accordance with university guidelines.
  • Travel: Coordinate Dean's Office domestic and international travel arrangements with adherence to the University policies. Registers Dean on University's international registry.
  • Drafting, editing and proofing: Prepare meeting materials and agendas. Apply strong writing skills to draft, proofread, and edit a variety of written materials such as letters, other correspondence, and presentations.
  • Reception: Serves as the primary individuals for greeting people, answering phone calls, and representing the Dean to faculty, students, staff, and VIP's in a highly professional manner. Serves as a primary source of information for Dean's office inquiries, provide assistance to visitors and key stakeholders.
  • Back Up Support: Provides back up support to others in the Dean's Office and as requested by the Dean.
  • Special Projects: Coordinate or work on special projects that originate from the Office of the Dean. Work closely with the Chief of Staff and others in ensuring strategic priorities of the Dean are met.
  • Purchasing: Manages the day to day financial and administrative responsibilities, such as authorization and submission of purchase requests.

Minimum Qualifications

  • Bachelor's degree. 
  • 5 years’ experience 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: 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.

Preferred Qualifications

Experience in scheduling international travel preferred but not required.

Special Knowledge, Skills, and Abilities

  • Excellent oral and written communications skills and computer skills. Sound judgment and independent decision making ability. Experience dealing with senior- or executive-level individuals and confidential or sensitive information. Highly organized 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, power point), skype, box.com.

The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

Equal Opportunity Employer

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