Administrative Specialist

Johns Hopkins Intrastaff is the internal staffing agency for the Johns Hopkins Health System and partner hospitals, providing temporary support to a variety of the Johns Hopkins locations. Our employees are the strength of our service. Intrastaff is unique because it's one of the very few agencies where a person has the benefit of being a temporary employee and also feels like a member of a large organization.

Working at Hopkins means joining a culturally diverse team that includes some of the best nurses, physicians and allied health professionals in the world. Directly or indirectly, you'll have exposure to cutting-edge technology and groundbreaking medical research.

Administrative Specialist

Location:

5200 Eastern Avenue

Hours:

7:30a-5p

Pay rate: $32 per hour

The Department of Medicine is seeking an Administrative Specialist to provide high-level support to the Division Director of Rheumatology, ensuring seamless administrative operations, efficiencies in scheduling, excellent communication and customer service, project management, and organization of divisional initiatives.

Provide comprehensive administrative support to the Division Director, including managing calendar, scheduling appointments, and ensuring that daily tasks are completed efficiently

Identify scheduling efficiencies, anticipate conflicts, and propose adjustments to maximize the Division Director’s availability for high-priority engagements

Maintain high standards of customer service when hosting guests, such as Grand Rounds speakers, prospective new faculty members, high level donors, ensuring a professional and welcoming experience

Communicate effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts

Organize and coordinate meetings, major divisional activities and events, faculty meetings, division conferences, symposia and seminars. Prepare and distribute agendas, meeting materials, and follow-up communications, ensuring logistical success.

Arrange travel logistics, conference registrations, and accommodations for the Division Director and visiting faculty members

Assist in planning special events, guest lectures, and symposia

Serve as the primary point of contact for the Division Director, managing correspondence, emails, and phone calls

Interface with faculty, administrators, learners, staff and external partners on behalf of leadership with professionalism

Distribute operating policies, announcements, and correspondence by email to all divisional faculty and staff on behalf of Rheumatology leadership

Support the Division Director’s projects, including the preparation of reports, presentations, and sponsored/research materials

Track deadlines and project progress and assist in managing special initiatives

Use a variety of software programs to create and organize quality graphs, charts, technical documents, spreadsheets, manuscripts and reports needed by the Division Director or leadership team

Prepare, review, and process confidential documents, including grant applications, faculty evaluations, and promotion dossiers

Maintain accurate filing systems for division-related documents, ensuring confidentiality and quick accessibility

Maintain Division Director’s CVs, licensure records, other support page and academic appointment documents

Coordinate annual reviews for faculty who report to the Division Director Support the recruitment and onboarding of faculty and other clinicians in the division

Act as a liaison between division leadership and departmental administrative teams to ensure smooth workflow and alignment with the School of Medicine’s policies

Keep supervisors, learners, staff and relevant Rheumatology personnel informed of key…