Administrative Specialist

The Department of Medicine is seeking an Administrative Specialistto 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. This position requires excellent writing and computer skills, outstanding organizational skills with an attention to detail, and the ability to take initiative and exercise independent judgment in managing a variety of responsibilities.

Specific Duties & Responsibilities

• 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 issues as relevant

• Other duties and special projects as assigned.

Additional Knowledge, Skills and Abilities

• Ability to prioritize workloads as needed to meet competing deadlines.

• Adapt to changing priorities and demonstrate problem-solving skills to ensure efficient division operations.

• Solid knowledge of personal computer software to include Microsoft Office (Word, Excel, PowerPoint, Teams, etc).
• Outstanding interpersonal and communication skills, as well as excellent writing, editorial and typing skills.
• Ability to communicate clearly, appropriately, and effectively with team members of all levels.
• Able to work independently, exercise good judgment, and proactively manage multi-faceted programs and resolve administrative issues.
• Carry out all duties with a high level of professionalism and represent Rheumatology to internal and external partners.
• Able to handle sensitive and confidential situations.
• Knowledge of university policies and procedures, with analytical skills to interpret and apply data and resolve challenges.

• Bachelor's Degree.
• Five years related experience providing high level expertise.
• Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,800 - $94,400 Annually ($74,100 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M - F 8:30a - 5p
Exempt Status:Exempt
Location:Johns Hopkins Bayview
Department name: SOM DOM Bay Rheumatology
Personnel area: School of Medicine