Administrative & Project Specialist, Office of Vice Dean for Research

We are seeking an Administrative & Project Specialist, Office of Vice Dean for Research who will be working in the School of Medicine, Office of the Vice Dean for Research will provide executive level administrative support for the Office of the Vice Dean for Research and the Director of the inHealth Precision Medicine program. The primary responsibilities of this important and highly visible role will be to oversee and coordinate administrative work as well as provide project support for both the vice dean for research and for the Director of in Health Precision Medicine. The administrative and project specialist must be professional, autonomous, proactive, organized, and possess project management experience.

Specific Duties & Responsibilities

• Daily management of the Office of the Vice Dean for Research. This decision-making process is performed daily and requires flexibility and an understanding of the vice dean's work and shifting priorities.

• Anticipate the vice dean's and inHealth Precision Medicine program director's needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders. Proactively resolve issues that may affect the vice dean and the leadership team.

• Prepare the vice dean and inHealth Precision Medicine program director for important meetings, presentations, and discussions by assembling pertinent materials for daily meetings. Prepare reports and briefings as necessary.

• Manage complex calendars including responding to meeting and call requests in a timely manner, ensuring ample time for travel between meeting locations/campuses, taking time zone differences into account (for conference calls), resolving meeting conflicts at least one week in advance of meetings, and sending meeting reminders and confirmations. Meetings and calls often include multiple participants (including executives with challenging schedules) and require urgent or immediate turnaround.

• Schedule conferences, banquets, and other special events for the vice dean's and inHealth Precision Medicine program director's visitors. This may require sensitivity around the needs and customs of foreign visitors.

• Manage communications including formatting correspondence and preparing first drafts of announcements, letters and memos. Also, assist in the creation of reports, proposals, graphs, slides, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents.

• Manage all domestic and international travel arrangements and itineraries including securing visas when required and air, train, shuttle/rental car, and hotel accommodations. Monitor, track, and report all expenditures per JHU and departmental policies. Also, create briefings and folders for each trip that contain important documents and materials related to travel, lodging, airline, shuttle, meeting agendas, conference schedules, etc.

• Process and submit travel reimbursements, online payments, purchase orders, non-employee expense reimbursements, and manage travel card expenses in a timely fashion.

• Searches bibliographic literature and network databases for information; serves as a liaison with other hospital and university groups, vendors and suppliers, government agencies and funding agencies.

• Serve as primary source of information for the Office of the Vice Dean for Research inquiries; assist visitors and key stakeholders. Responsible for answering questions, providing guidance, and disseminating information as directed by the vice dean.

• Screen all phone inquiries for the vice dean. Assist the individuals when appropriate to alleviate the vice dean from handling unnecessary calls and refers international calls to the appropriate person.

• Process all mail received by the vice dean including drafting response letters when appropriate, obtaining background information relating to correspondence where applicable, and deciding when correspondence can be referred to another member of the staff.

• Foster institutional and external relationships. Collaborate and liaise extensively with a variety of individuals on critical matters.

• Other tasks and special projects as assigned.

Project Coordination

• Staff and track various projects and meetings by ensuring all event/meeting logistics, such as reserving event/meeting locations, securing AV support, and ordering catering.

• The administrative and project specialist will send agendas and other meetings in advance of the meeting, confirm attendance, take minutes, and assume responsibility for monitoring all aspects of projects to completion.

• Organize, prioritize, and track the developmental progress of assigned projects to ensure that project requirements and other project goals are met.

• Maintain all files and data entry for assigned projects.

• Manage communications including formatting correspondence and preparing first drafts of announcements, letters and memos.

• Assist in the creation of reports, proposals, graphs, slides, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents.

• Facilitate communication with key stakeholders on collaborative projects, meetings and events.

Other Administrative Duties

• Anticipate needs by prioritizing incoming work to ensure timely and effective resolution and follow up with deadlines, drafts, reminders.

• Demonstrate responsiveness, critical thinking, and sound judgement. Proactively resolve issues that may affect the Vice Dean for Research and Director of the inHealth Precision Medicine program.

• Support administrative workflows as needed to optimize daily operations of the administrative staff within the Office of the Dean/CEO, while promoting a culture of efficiency, communication and teamwork.

• Serve as a search coordinator for recruitment of JHM leadership roles.

• Other tasks and special projects as assigned.

Reporting Relationship

• This position reports to the Deputy Chief of Staff in the School of Medicine, Office of the Dean/CEO and may be assigned tasks by the manager on occasion.

• The position will be highly accountable to the needs of their assigned senior leaders.

Special Knowledge, Skills & Abilities

• Self-motivated, focused, positive attitude, flexible, professional and proactive

• Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment

• Experience with project management and meeting/event planning

• Ability to liaise with people at all levels, including high-level executives, VIPs, and peers

• Ability to handle highly confidential and sensitive matters in an appropriate manner

• Strong organizational skills and meticulous attention to det.