Administrative Specialist (Data Science and AI Institute

Administrative Specialist

The Johns Hopkins Data Science and AI Institute (DSAI) seeks an Administrative Specialist to provide high-level administrative, operational, and program support for a growing interdisciplinary institute advancing data science and artificial intelligence across Johns Hopkins. This position will support DSAI's program management team of four Program Managers and will help coordinate the administrative infrastructure behind institute programs, funded initiatives, events, meetings, communications, and cross-university collaborations.

The Administrative Specialist will work closely with institute leadership, faculty, staff, students, trainees, internal Johns Hopkins partners, and external collaborators to ensure timely, accurate, and professional execution of program and office operations.

The Administrative Specialist 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 and responsibilities include:

• 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 described above:

• Provide administrative and program coordination support to four DSAI Program Managers responsible for signature programs, funded initiatives, workshops, committee and advisory board activities, and other institute priorities; assist with scheduling, agendas, materials, notes, action-item tracking, and follow-up.
• Coordinate logistics for DSAI programs and events, including room reservations, hybrid meeting support, travel arrangements, catering, procurement, vendor coordination, attendee communications, registration support, and expenditure tracking.
• Support administrative and financial tracking processes for DSAI-funded programs and initiatives, including proposal intake, award coordination, collaborator meetings, compliance documentation, expenditure tracking, budget-to-actual monitoring, burn-rate reporting, deliverable tracking, and maintenance of accurate program records.
• Prepare, organize, and maintain program materials, reports, presentations, web or communications content, spreadsheets, and shared project documentation used by Program Managers, institute leadership, faculty, and internal and external partners.
• Help strengthen standard operating procedures, shared calendars, tracking tools, and administrative workflows that support consistent service, timely communication, and effective coordination across DSAI programs.

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 HS diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred qualifications:

• Strong organizational, written communication, calendar management, meeting coordination, data tracking, and customer-service skills, with the ability to manage multiple priorities and deadlines across several programs and stakeholders.
• Experience providing administrative or program…