Administrative Specialist (Data Science and AI Institute

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

The Johns Hopkins Data Science and AI Institute (DSAI) seeks an Administrative Specialist to provide high-level administrative, operational, and program support for a growinginterdisciplinary institute advancing data science and artificial intelligence across Johns Hopkins. This position will supportDSAI's program management team of four Program Managers and willhelp coordinate the administrative infrastructure behind instituteprograms, funded initiatives, events, meetings, communications, andcross-university collaborations. The Administrative Specialist willwork closely with institute leadership, faculty, staff, students,trainees, internal Johns Hopkins partners, and externalcollaborators to ensure timely, accurate, and professionalexecution 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.

In addition to the duties described above

• Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
• Provide preparation for meetings, presentations, anddiscussions by gathering critical details to facilitate timely responses and task management.
• Support staff management and team meetings, and providefollow-up on action items.
• Anticipate departmental needs by prioritizing incoming work toensure timely and effective resolution and following up withdeadlines, 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 efficientoperations. e.g. assisting with space issues, room reservationrequests, technology needs, etc.
• Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employeeexpense 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 formaldepartment goals, standards, policies, and procedures including familiarity with other departments in the school/division.
• Other duties as assigned.

• Provide administrative and program coordination support to fourDSAI 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, includingroom reservations, hybrid meeting support, travel arrangements,catering, procurement, vendor coordination, attendeecommunications, registration support, and expendituretracking.
• Support administrative and financial tracking processes forDSAI-funded programs and initiatives, including proposal intake,award coordination, collaborator meetings, compliancedocumentation, 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, andshared project documentation used by Program Managers, instituteleadership, faculty, and internal and external partners.
• Help strengthen standard operating procedures, sharedcalendars, tracking tools, and administrative workflows that support consistent service, timely communication, and effective coordination across DSAI programs.

• 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 educationbeyond HS diploma/graduation equivalent, to the extent permitted bythe JHU equivalency formula.

• 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 andstakeholders.
• Experience providing…