Administrative Specialist; Mental Health

We are seeking an Administrative Specialist who will provide varied administrative support ranging from standard to complex for individuals, groups, and/or units requiring high level expertise and independent decision making. The role involves handling administrative assignments that require research, initiative, independent discretion, and specialized knowledge. The Specialist leads or assists with ad‑hoc or recurring projects and collaborates extensively within and outside the unit, drawing upon deep knowledge of the organization.

• 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).
• 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.
• Respond to questions, provide guidance, and disseminate information.
• Interpret and communicate operating policies.
• Proactively identify and assist with the resolution of administrative problems.
• Maintain high‑level knowledge of departmental goals, standards, policies, and procedures, including familiarity with other departments in the school/division.
• Other duties as assigned.

• 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.

• 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.

• 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 surveying tools:
  Qualtrix and/or Microsoft Forms.

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

• 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 – 5:0pm

FLSA Status:
Exempt

Location:

School of Public Health

Department name:
Mental Health Administration

Personnel area:
School of Public Health