Directly supporting the Vice President, Chief of Staff in the Office of the President (VPCOS), the Executive Specialist works closely with the Deputy Chief of Staff and Executive Assistant to coordinate and facilitate the accomplishment of mission-driven goals, objectives, strategic and tactical initiatives of the VPCOS and Office of the President, as part of a team that delivers high output and high impact work in a fast-paced environment.
This role requires considerable judgment, tact, creativity, and initiative; an ability to create and maintain organizational structures and processes within tight deadlines; an unwavering commitment to service; a positive outlook; and a high level of confidentiality.
The successful candidate will demonstrate independence in his/her work, prioritize effectively, and anticipate the needs of the VPCOS. This position requires exceptional organizational, planning, writing, and interpersonal skills, along with a deep curiosity about the institution, its mission and its people.
The Executive Specialist will partner with the Deputy Chief of Staff, Directors and other colleagues in the Office of the President to ensure the VPCOS is timely and effectively advancing the priorities in her portfolio.
Primary Duties and Responsibilities:
Track deliverables for programs, initiatives and activities
Prepare materials for a variety of key meetings and discussions, including briefings, development of agendas and ensuring topics are ready for discussion
Track and conduct meeting follow up
Triage and manage information flow and priorities by flagging important action items and timelines and prioritizing and facilitating decision points
Disseminate information, field questions, and provide guidance to colleagues across the University
Interface with leadership offices across the university and health system and develop efficient collaboration/coordination among different departments/units
Prepare first drafts of announcements, correspondence, memos and emails
Assist with strategic calendar management with consideration of deadlines, goals, and strategic initiatives
Participate in team meetings, and follow up on action items
Recommend operational processes and workflows
Provide additional administrative support to the VPCOS and backup to the Executive Assistant as needed
Five years of experience in support of academic, business, research and/or development activities and operations, providing high level administrative project coordination and support
Additional related experience (i.e. experience in a field related to the VPCOS's areas of responsibility) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula
Additional Knowledge, Skills and Attributes:
Excellent written and verbal communication skills
Excellent and proven judgment
High level of discretion for confidential information
High level of attention to detail
Project management experience
Demonstrated ability to manage multiple and/or competing priorities with flexibility and initiative
Capacity for and foresight in managing ahead; highly proactive
Team player committed to responsiveness, partnership and service
Some evening and weekend work required
Classified Title: Executive Specialist Working Title: Executive Specialist Role/Level/Range: ATP/03/PD Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F 8:30 - 5:00 Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10000002-President Office of Personnel area: University Administration
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.