Administrative Specialist; Enrollment Management & Student Affairs

Administrative Specialist

We are seeking an Administrative Specialist who will provide 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.

• 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

• Help to support the SON Student Affairs Diversity, Inclusion, and Equity (DEI) initiatives.
• Represent Student Affairs at University and SON events.
• Prepare presentation slides and communication.

• Assist in the developing, planning, and coordinating of Student Affairs events by developing marketing materials, setting up RSVP forms, and promoting the events. This key position will also develop Microsoft Forms assessments on the events' effectiveness (e.g., student attendance, engagement, etc.).
• Engage fully in the preparations for, and hosting of, monthly Student Affairs programs: the Student Involvement Fair, Orientation, Peer Navigator Program events, SON Student Organizations/Hopkins Groups Trainings, and any Student Affairs initiatives.
• Support orientation programs for entering students; assists in registration process, scheduling of events, and development of marketing materials, and other related student services.

• Checks the Student Affairs general email inbox daily and answers student's questions.
• Writes, maintains, and shares SON Standard Operating Procedures for Student Affairs programs and policies; develops student staff handbook for the Student Affairs office.

• Assist in transitioning the student organizations to the Hopkins Groups and Live
  25 platforms; registers new student organizations and reviews and monitors requests; updates student leader information and communicates with student groups within the Hopkins Groups platform.
• Reviews, approves, and orders all supply and catering orders for student organizations.
• Help to confirm reservations for student organizations using Live
  25 software and Ez Cater
• Developing, planning, and execution the Student Organization Leadership In-Service Meetings, Annual Leadership Retreat, and End of Year Student Organization Awards Dinner

• Applicant must have flexibility for evening and…