Administrative Specialist; Mental Health

Position: Administrative Specialist (Mental Health)
We are seeking an Administrative Specialist who will provides varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making. Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.

Specific Duties & Responsibilities

* Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.

* Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.

* Support staff management and team meetings, and provide follow-up on action items.

* Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.

* Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.

* Assist with planning and conduct of events as needed.

* Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.

* Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.

* Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.

* Responsible for answering questions, providing guidance, and disseminating information.

* Interpret and communicate operating policies.

* Proactively identify and assist with the resolution of administrative problems.

* Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.

* Other duties as assigned.

In Addition to the Duties Listed

The Administrative Specialist provides

* Administrative support to department Chair, faculty and administrative staff; coordinates and leads special projects and departmental initiatives.

* Collaborates with administrative staff to organize events; coordinates with communications staff for internal communications.

* Coordinates with Dean's office; coordinates and manages faculty appointments and promotions working closely with the Dean's office, the departmental Faculty Development Committee, and the Chair.

* Manages chair's workflow, scheduling, correspondence, travel, and travel reimbursement; supports implementation of departmental strategic plan.

* Coordinates departmental Steering Committee, Community Engagement committee, Innovations committee, and all advisory groups.

* Supports coordination of manuscripts, grant proposals, and records control in the Chair's office.

* Leads special initiatives and projects for the Chair.

Minimum Qualifications

* Bachelor's Degree.

* Four years of progressively responsible administrative experience, with experience working on special projects and assignments.

* 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

* Ability to manage multiple projects simultaneously

* Ability to develop and maintain relationships with faculty, staff, students, and guests as a reflection of the Chair's office

* Outstanding writing skills

* Experience using of surveying tools:
Qualtrix and/or Microsoft Forms

Technical Qualifications & Specialized Certifications

* Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

* Calendar Management - Advanced

* Financial Administration - Advanced

* Interpersonal Skills - Advanced

* Meeting Coordination - Advanced

* Office Procedures - Advanced

* Oral and Written Communications - Advanced

* Organizational Skills - Advanced

* Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified

Title:

Administrative Specialist

Role/Level/Range: ATP/03/PC

Starting Salary Range: $53,800 - $94,400 Annually (Commensurate w/exp.)

Employee group:
Full Time

Schedule:

Monday to Friday: 8:30am - 5:00pm

FLSA Status:
Exempt

Location:

School of Public Health

Department name:
Mental Health Administration

Personnel area:
School of Public Health