We are seeking an Administrative Specialist who will provide complex administrative and project support to the Welch Center Director, Deputy Directors, and Core Faculty. This high-level position reports to and works directly with the Director of the Welch Center for Prevention, Epidemiology, and Clinical Research and works closely with other members of the Welch Center administrative team. The candidate will interface with faculty, staff and trainees in the Bloomberg School of Public Health, School of Medicine, and the School of Nursing. This position will be responsible for confidential and non-confidential communications and work closely with the Sr Administrative Manager, Academic Program Manager, Communications Specialist and other staff at the Center. A major aspect of this position will be identifying and overcoming administrative barriers faced by Welch Center faculty, staff, and trainees as they engage in inter-disciplinary work and collaborative research across different schools and divisions in the Schools of Public Health, Medicine, Nursing, and the University.

Specific Duties & Responsibilities

• Assist with planning and execution of operations and administration of the Director’s office.
• In collaboration with the Directors and Senior Staff, help set priorities for staffing and provide oversight for tracking of processes and workflow.
  
• Prepare and edit documents and provide executive level administrative support to the Welch Center Director in conjunction with other administrative staff. Provide other administrative support, as assigned.
  
• Develop and manage a team approach to support leadership of the Welch Center and assure adequate support for routine needs of faculty as well as support for special projects and events of the center.
  
• Work with Welch Center Administrative team to assure the smooth functioning of the Center.
  
• Develop and maintain working relationships across institutions (University, School of Medicine, Nursing, and School of Public Health) to facilitate the work of the Welch Center.
  
• Independently compile and prepare materials, confirm meeting details, and assist with communication and other details as needed. Understand the priorities and goals of the Welch Center to accurately maintain calendars, coordinate meetings, schedule appointments, resolve scheduling conflicts, and prioritize requests.
• Prepare letters and correspondence on behalf of the Director, Deputy Directors, and other faculty members as needed as well as other Welch Center correspondence.
• Demonstrate superior skills and proficiency in the management of a multitude of demanding projects at any given time. Manage a wide range of projects and studies, plan a wide range of events including professional networking events, retreats, meetings and special events.
  
• Develop and oversee systems at the Center for tracking and ensuring timely processing of travel, expense reimbursement, payroll, purchasing, budget and other transactions at JHU.
  
• Develop materials to be used and disseminated at those meetings and/or sent out via mail or electronic communications to the group, changing formatting based on needs.
  
• Provide AV technical support for the facility, including Welch Center conference rooms.
  
• Provide front-office duties including screening of telephone calls, answering questions from faculty, students, and staff, distributing mail, providing information and guidance to visitors.
  
• Serve as first point of contact for Welch Center property and facility issues. Process 2024 building access, telephone service requests, key requests, property pass issuance, copier and fax-security codes, and general troubleshooting.
  
• Operate office equipment and coordinate the servicing of equipment; coordinate training of faculty and staff on new equipment; and assist staff and faculty in using core and advanced features of equipment.
• Perform account payable functions for Welch Center (online payment requests, POs, travel and expense reimbursements) as well as ordering routine office supplies.
  

• Other duties as assigned.

• Bachelor's Degree.
• Five years in 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 
Job Posting Title (Working Title): Administrative Specialist   
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday to Friday: 8:30am – 5:00pm 
Exempt Status: Exempt 
Location: Hybrid: On-site 3-4 days a week 
Department name: 10001101-Epidemiology 
Personnel area: School of Public Health