BSPH Academic Affairs Administrative Specialist

Details

Posted: 09-Jan-24

Location: Baltimore, Maryland

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 112300-en_US

We are seeking an Administrative Specialist who will provide expert support for the Office of Academic Affairs, Bloomberg School of Public Health (BSPH). The primary responsibilities of this important and highly visible role will be to oversee and coordinate activities related to the School's continuing education initiatives. This motivated individual will provide project oversight (and secondarily, some administrative support) for the Office of Academic Affairs. The administrative specialist must be professional, proactive, organized, efficient, and possess project management experience.

Specific Duties & Responsibilities

Continuing Education Project Oversight 50%

• Coordinate all aspects of the Summer and Winter Institutes.
• Develop a year-round project management plan for Institute activities.
• Develop and implement a communications plan that includes guidance for Institute coordinators and faculty prior to each Institute.
• Follow up to ensure that courses are submitted correctly to the Course Management System before deadlines.
• Implement policies related to student course registration and verification of vaccinations.
• Track student enrollments in Institute courses and develop data reports for School leadership.
• Generate annual reports; and maintaining the School's main Summer and Winter Institute website.
• Serve as coordinator for the Office of Academic Affairs' schoolwide certificate programs.
• Keep website, curriculum, and admissions information up to date.
• Respond to applicant questions.
• Supporting current students.
• Maintain accurate data.
• Coordinate admissions committees.
• Respond promptly and helpfully to requests from prospective and current Institute and certificate students through the [email protected] account and over the phone.
• Provide guidance to coordinators and directors of the School's >50 certificate programs, including navigating student concerns.
• Ensure that all of the School's certificate programs are in compliance with any US Department of Education reporting requirements related to Gainful Employment.
• Coordinate with staff from the Student Enrollment and Accounts Management and Registrar's Offices,
• Verify compliance of individual programs, and
• Ensure timely reporting to JHU staff.

• Maintain and update policies and processes described in both the School's Institute Handbook and the Certificate Policies and Procedures Memorandum, and support staff and faculty with questions and implementation of procedures.
  

Office of Academic Affairs Responsibilities (35%)

• Provide administrative support to the Committee on Academic Standards, including liaising with the Chair to schedule and support meetings, disseminate agendas, and take minutes at monthly meetings.
• Draft and update Memoranda of Understanding (MOUs) and regulatory/accreditation approvals for academic partnerships, in coordination with JHU Research Administration.
• Coordinate signatures for MOUs that require signature from the Executive Vice Dean for Academic Affairs
• Develop a record-keeping system for MOUs and accreditation approvals which takes into consideration the needs of various constituents within the Office of Academic Affairs and other key offices in the School and University so that critical documents can be accessed easily onsite or remotely.
• Manage the School's Policies and Procedures Memoranda, including keeping records of those that are due for revision and then managing the revision, approval, and dissemination process.
• Support existing international academic partnerships and emerging educational partnerships with local institutions.
• Provide coordination and support for visits from external partners, to include visits from foreign academic institutions, and site visits related to accreditation.
• Work with the Communications Associate to craft and disseminate communications from the Office of Academic Affairs, including Excellence in Teaching letters and announcements.
• Provide administrative support to the Teaching Council.
• Serve as lead staff on CoursePlus site for on-boarding Academic Coordinators.
• Manage Educational MOU process for all student-based trainings and placements.

Support for the Executive Vice Dean for Academic Affairs (15%)

• Coordinate with other offices (e.g. Dean's Office, Research Office) to schedule meetings and other events that include participation from the Office of Academic Affairs
• Resolve meeting conflicts at least one week in advance of meetings.
• Send meeting reminders and confirmations.
• Meetings and calls often include multiple participants (including executives with challenging schedules) and require urgent or immediate turnaround.
• Serve as primary source of information for the Office of Academic Affairs inquiries.
• Assist visitors and key partners in their interactions with the Office. Responsible for answering questions, providing guidance, and disseminating information as directed by the Executive Vice Dean.
• Manage communications from Executive Vice Dean including preparing first drafts of announcements, letters and memos.
• Assist in the creation of reports, proposals, graphs, slides, articles and oral presentations by researching and compiling information, editing for content, quality and style, and finalizing documents.

Other duties

• Process and submit travel reimbursements and non-employee expense reimbursements via Concur in a timely fashion.
• Other tasks and special projects as assigned.

Special Knowledge, Skills & Abilities

• Self-motivated, focused, positive attitude, flexible, professional and proactive.
• Proven ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
• Ability to react in a timely fashion to high-priority requests with minimal need for oversight or reminders.
• Experience with project management and meeting/event planning.
• Ability to liaise with people at all levels, including high-level executives, VIPs, and peers.
• Ability to handle highly confidential and sensitive matters in an appropriate manner.
• Strong organizational skills and meticulous attention to detail.
• Available to attend meetings and events occasionally outside of regular working hours.
• Excellent verbal and written communication skills.

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 
Job Posting Title (Working Title): BSPH Academic Affairs 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: Monday to Friday: 8:30 am – 5:00 pm 
Exempt Status: Exempt 
Location: Hybrid/School of Public Health 
Department name: ​​​​​​​Sr Assoc Dean for Acdmc Affairs Off of 
Personnel area: School of Public Health 

 

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.

 

 

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About Johns Hopkins University
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.
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