Support the Brain Injury Outcomes Services (BIOS) Research Program and Clinical Trials Unit, which manages multi-center, 20+ million dollar federally funded clinical trials and multiple site-specific pharmaceutical sponsored trials. Provide support to the Division leadership.
This is a high-level position which serves as the main administrative support and project coordination to the Division Director of Brain Injury Outcomes (BIOS). This individual, under limited supervision, provides executive administrative support, works independently to manage projects and tasks of the Division Director. The person in this position is responsible for confidential and non-confidential communication of all types with university representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), public and private business entities, faculty, staff, students, and patients. A high-level of confidentiality and professionalism must be maintained, along with the ability to manage multiple tasks with competing priorities and timelines and build positive working relationships with internal and external clients/contacts. This individual performs duties that require comprehensive knowledge of the organizational policies and operations and will regularly require the ability to resolve complex administrative problems independently. Organizational coordination is required for 5 distinct randomized trials, NCATS supported network, and ICTR activities for the Division Director. This individual will coordinate executive schedule, track workflow, ensure paperwork is completed efficiently and appropriate follow up is provided. This individual ensures the priorities of Division Leaders are supported and day to-day operations of the division run smoothly. Works closely with the leadership team to facilitate the implementation of divisional priorities, with the ability to be available outside of standard business hours to assist with various tasks. We are looking for a resourceful individual, with good problem-solving skills, organization skills and with the ability to prioritize tasks. We value interest in continuous learning of new competencies to excel at the position and flexibility to work independently and as part of a team.
Specific Duties & Responsibilities
Manages special projects and assignments. Carries out background research on emerging issues, tracks progress and deadlines to ensure work is completed in a timely manner and identifies areas which require director’s immediate attention.
Acts as point-person for follow-up on meetings, projects and division director’s assignments. Anticipates the director’s course of action, coordinating competing responsibilities and deadlines.
Serves as representative and liaison between the Division Director and direct reporting staff as well as other campus administration, acting as an intermediary for Division Director. Interacts with high-level contacts requiring considerable discretion and initiative. Provides support for faculty meetings, attending on behalf of the division director and providing minutes. Provides support and strategic planning to the Division Director and consults with division leadership.
Provides support and participates in the preparation of new grant applications and existing grant reports. Ability to prepare financial reports, presentations, graphs, tables and charts.
Will manage and maintain the extensive daily calendar of the Division Director and prepare the Division Director for meetings, presentations, and travel. Ability to coordinate multiple calendars and complex schedules. Coordinating the logistics of complex meetings and conferences.
Ability to manage frequent interruptions and changing priorities; complete assignments without established procedures; ability to work autonomously and handle multiple tasks simultaneously in a fast-paced deadline-driven environment.
Reads, screens, and manages incoming correspondence (email, mail, voicemail, text, and calls); responding on behalf of Division Director, bringing to Division Directors attention or forwarding to staff or leadership for action as appropriate.
Excellent oral and written skills, including experience working independently and collaboratively on various projects. Composing correspondence and presentation material on a wide variety of subjects, some requiring discretion. Reviews, summarizes and responds to documents as required. Experience preparing, reviewing, and editing complex and detailed public and internal documents for grammar and content.
Responsible for maintaining a variety of records, ensuring they are accurate and current, such as but not limited to professional memberships, CME tracking, professional licenses, travel documents, and university credentialing.
Employee will assist the department leadership team as approved by the Division Director.
Strong customer service and interpersonal and communication skills; ability to effectively interact with all levels of internal and external personnel. With the ability to work individually and as part of a team with minimal supervision.
Ability to understand and apply the divisional and organization mission and strategic goals.
Other duties as assigned.
Minimum Qualifications (Required)
Five (5) years in providing high-level expertise.
Additional related experience may substitute for required education, to the extent permitted by the * JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the 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. *
Flexible working hours (including occasional evenings and/or weekends) to meet director’s, customer, and project needs.
Advanced organizational skills, with attention to details and time management.
Ability to work in both a Mac and PC environment.
Project management and time management classes are highly recommended.
Additional business school training and/or Bachelor’s degree preferred.
Educational background in science, medical, secretarial science, business administration
Project management experience a plus.
Experience working in higher education, non-profit, public affairs, or other government entity a plus.
Ability to learn and use various software applications and platforms.
Special Knowledge, Skills, and Abilities
Final applicant for this position may be required to complete skills assessments appropriate to position description.
Familiar with JHM policies and procedures a plus.
Expert-level knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, Outlook, Zoom).
Along with your resume, please include a detailed cover letter explaining how you meet the minimum requirements and any of the desired qualification areas.
Applicants are invited to provide a writing sample that demonstrates written skills, including grammar, spelling, punctuation, accuracy, and attention to detail.
Classified Title: Administrative Specialist Working Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: $50,700 - $69,780 /Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m. / 37.50 hrs per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10003520-SOM Neuro BIOS Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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