About the role
Single Position
Single Position
View All JobsAdministrative Specialist (DOM General Admin Chairmans Off)
Baltimore, MD, United StatesApply NowFind out how well you match with this jobAffiliated Office AddressBaltimore, MD, United StatesRequisition ID122579Date CreatedSeptember 25, 2026Job FamilyAdministrative ServicesJob SubfamilyGeneral Admin SupptJob FunctionClerical/Administrative SupportExempt StatusExemptShift TypeFull TimeSchedule4 days in person, 1 day remoteWorksite04-MD:School of Medicine CampusWork ModalityHybrid: On-site 60-89% of hours worked (Ex: 3-4 out of 5 days/week)We are seeking an Administrative Specialist who will provide varied administrative support in the Department of Medicine Chairman’s Office 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 & Responsibilities
- 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 above
- Will act as a calendar & in-person office backup for the DOM Administrative Office staff.
- Assist the DOM Communications & Marketing Manager with dispersing communications to the Department of Medicine faculty & staff through social media & email platforms.
- Manage the DOM Chairman’s Office email account, responding to requests & correspondence.
- Generate and maintain active DOM-related lists, including computer tracking, supply order tracking, and updating DOM staff & faculty email lists.
- Assist with escorting visiting faculty, creating/adjusting schedules, and serving as the main contact for catering & supply orders.
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
- Photography and/or website maintenance experience / Zoom & Teams working knowledge
Technical Qualifications & Specialized Certifications
- Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
Technical Skills & Expected Level of Proficiency
- 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: $55,145 - $96,760 Annually ($75,955 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: 4 days in person, 1 day remote
FLSA Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM General Admin Chairmans Offf
Personnel area: School of Medicine
Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.
Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.
Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
Accommodation Information
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit: https://accessibility.jhu.edu/.
Vaccine Requirements
Johns Hopkins University requires all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry.
The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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How to apply
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