Administrative Specialist

The Department of Oncology, Division of Upper Aero-digestive (UAD) Cancers is seeking an Administrative Specialist. This is a high-level position that works directly for the co-Directors of the UAD Division. This person will independently manage projects, develop and maintain positive working relationships internal and external to the School, the University, Hospitals, and with all those they personally come in contact with including university representatives, government representatives (NIH, AMA, local political representatives, etc.), faculty, staff, students, and patients.

Responsibilities include significant and important projects. Assigned projects often require considerable research and initiative, as well as specialized knowledge and abilities. This position requires strong organizational, planning, oral and written communication, and relationship building skills. Will serve as a subject matter expert across a range of administrative activities including but not limited to procurement, travel coordination, and reimbursement. Plus interpret operating policies and exercise independent judgment in the resolution of administrative problems.

Specific Duties & Responsibilities

• Primary responsibilities of this position are to oversee the smooth functioning of the co-Directors’ duties including coordination/correspondence with executives, faculty, outside organizations, staff. This person will be responsible for smooth, clear and well-articulated communications with individuals within the Department, Hospitals (JHH, BMC, etc.) and University (JHU-SOM), as well as outside entities.
• Provide oversight, management of prioritization of administrative tasks and projects.
• Monitors, evaluates and implements business practices and procedures to support the day-to-day operational needs of co-Directors including scheduling, travel reimbursements, purchase orders, paying invoices, etc.
• Manages/monitors financial transactions including budgets involving co-Directors’ discretionary accounts, reimbursements and service contracts in partnership with finance.
• Partners with clinical staff for co-Directors’ practice and ensure smooth unification of clinical, research, and administrative schedule.
• Organizes and is responsible for annual scientific symposium and various other events throughout the year, including guest travel and reimbursements, agenda dissemination, attendee invitation, etc.
• Schedules large meetings with faculty at multiple institutions, such as research cooperative working groups.
• Updates CVs, Conflicts of Interest, and other materials according to School of Medicine guidelines.
• Other duties as assigned.
• Approximately 20% of time will be devoted to support of the UAD clinic at the Johns Hopkins Bayview Cancer Center.

• Organizes faculty coverage calendars for the clinic, including late coverage, multi-disciplinary clinic, and vacation coverage calendars. Updates calendars promptly by request and proactively reviews calendars for conflicts.
• Tracks Fellows and Residents serving under UAD in the Cancer Center. Ensures they have completed all required on-boarding and off-boarding. Schedules oversight meetings with their faculty advisors.
• Along with Sr. Admin Coordinator, supports clinical administrative needs such as meetings (scheduling, catering ordering and setup, A/V setup). Assists with in-person needs when Sr. Admin Coordinator is working from home.
• Other duties as assigned.

Minimum Qualifications

• 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 
Role/Level/Range: ATP/03/PC
Starting Salary Range: Min $53,300 - Max $93,500 Annually ($73,400 targeted; Commensurate with experience) 
Employee group: Full Time
Schedule: M-F, 830-500 
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus 
Department name: SOM Onc Faculty Admin Support - Viragh
Personnel area: School of Medicine 

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Accommodation Information

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 Talent Acquisition Office at [email protected] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/ .

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

Note: Job Postings are updated daily and remain online until filled.