EXECUTIVE ASSISTANT

Details

Posted: 27-Mar-24

Location: Baltimore, Maryland

Salary: Open

Categories:

Project/Program Management/Planning
Staff/Administrative

Internal Number: 113336-en_US

We are seeking an Executive Assistant who will provide expert administrative support and Project Management for the Director and Administrator for the Department of Urology. The Executive Assistant must be a high-performing, equity-minded individual, with the ability to work effectively in a fast-paced, executive work environment. This position requires the ability to multi-task, prioritize, be proactive, and practice independent decision-making. Attention to detail and experience dealing with multiple priorities, complex, multi-variable issues as well as skills in diplomacy, discretion, and confidentiality. This position will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times.

Specific Duties & Responsibilities

• Assist the Administrator with project management for the Director.
• Tracking progress on department goals and projects.
• Organizing materials.
• Following up with appropriate personnel.
• Prepare the Director for meetings and presentations, working with other staff and offices to ensure briefing materials are prepared appropriately, include necessary information and context, and provided in a timely manner in advance of meetings and deadlines.
• Developing agendas, record and track agenda items, and distributing supporting material for the Director, including but not limited to Faculty Meetings, Board of Directors Meeting, Clinical Providers Meeting, etc., as necessary.
• Take minutes at meetings as necessary.
• Plan, write, edit and manage distribution of emails, letters, memoranda and other communications from the Director, Executive Vice Chair, and Administrator.
• Coordinate committees and meetings, including scheduling, invitations, reminders, meeting logistics (including AV, catering, meeting location, video and teleconferencing set-up, etc.).
• Coordinate and distribute supporting material as necessary.
• Proofread, edit and summarize confidential and sensitive information while being discrete.
• Work with the Director and Administrator to plan and implement department that may take place during evenings and weekends.
• In advance of all meetings, confirm Logistics and ensure all parties have the proper materials disseminated for both in-person and virtual events.
• Manage projects, deadlines, determine priorities, comfortably taking initiative and exercising independent judgment to resolve issues.
• Coordinate travel and itineraries for the Director in a manner that promotes the best use of time and promotes efficiency. Prepare travel and accommodation arrangements.
• Manage the calendar of the Director including meetings, appointments, and events.
• Schedule clinic appointments, procedures, OR cases, and other ancillary tests/lab tests/procedures. As necessary, coordinate with other areas to complete scheduling process. Ensure that all patients have their outside medical records scanned into Epic for review in advance of office visit. Assist with rescheduling patient appointments for canceled clinics. Contact all new patients prior to their first appointment to confirm appointment and location. Answer clinical providers' patient appointment phone number and triage requests accordingly. Assist with financial clearance as needed.
• Be proactive in identifying and resolving scheduling conflicts.
• Receive and screen incoming faxes, calls, and mail; prioritize, organize, and designate necessary action to be taken, deadlines, and follow up.
• Organize meetings as required.
• Provide back-up administrative support as needed.
• Other Duties as Assigned

Special Knowledge, Skills, and Abilities

• Ability to manage multiple projects and establish priorities using independent judgement and ensuring deadlines are met.
• Demonstrated interpersonal, organizational, and problem-solving skills.
• Skill and comfort representing the Director and Administrator to a wide range of external and internal constituencies.
• Ability to work in a fast-paced environment and flexibly handle competing priorities and Stakeholders.
• Skill with creating and establishing workflows and policies for best practices.
• Demonstrated attention to detail and organizational skills are critical, as the successful candidate will be required to track and/or manage various projects and priorities simultaneously while maintaining a high degree of accuracy.
• Strong desire and ability to learn from doing, and to apply such learned knowledge to future matters (commonly referred to as connecting the dots).
• Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships. Communicate regularly with individuals and groups across the JH institutions and with external constituents.
• Exchange and coordinate information using discretion, accuracy, clarity, and persuasion. Strong verbal and written communication skills are essential.
• Responsible for the execution and completion of special projects and assignments.
• Fluency in use of diverse software applications, such as spreadsheets and graphics packages to assemble, manipulate and/or format data and reports. Expert skill level in Microsoft Office applications including Word, Outlook, PowerPoint, Visio, and Excel. SAP preferred, but not required. Skilled in online research.

Technical Qualifications or Specialized Certifications

• MS Office suite of software applications (Word, PowerPoint, Excel, Visio, etc.).
• Google suite of software applications (Docs, Sheets, etc.).
• Social Media platforms.
• Must be comfortable learning new systems.

Specific Physical Requirements

• Must be able to remain in a stationary position for extended periods of time.
• Ability to operate a computer and other equipment on a frequent basis.
• Ability to frequently communicate with coworkers.
• Ability to move about.

Minimum Qualifications

• Bachelor's Degree.
• Five years in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience working in an Academic Medical Center and/ or another industry at the executive level.
• Experience or certified in project management (PMP)

 

 

Classified Title: Executive Assistant 
Role/Level/Range: ATO 40/E/03/OG  
Starting Salary Range: $24.00 - $42.00 HRLY ($68,640 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday, 8:30 A.M - 5:00 P.M 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Uro Urology  
Personnel area: School of Medicine 

 

 

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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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