Administrative Specialist (Mental Health)

We are seeking an Administrative Specialist who will provides varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making. Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.

Specific Duties & Responsibilities

• Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
• Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
• Support staff management and team meetings, and provide follow-up on action items.
• Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
• Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
• Assist with planning and conduct of events as needed.
• Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
• Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.
• Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.
• Responsible for answering questions, providing guidance, and disseminating information.
• Interpret and communicate operating policies.
• Proactively identify and assist with the resolution of administrative problems.
• Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.
• Other duties as assigned.

In Addition to the Duties Listed

The Administrative Specialist provides

• Administrative support to department Chair, faculty and administrative staff; coordinates and leads special projects and departmental initiatives.
• Collaborates with administrative staff to organize events; coordinates with communications staff for internal communications.
• Coordinates with Dean’s office; coordinates and manages faculty appointments and promotions working closely with the Dean’s office,  the departmental Faculty Development Committee, and the Chair.
• Manages chair’s workflow, scheduling, correspondence, travel, and travel reimbursement; supports implementation of departmental strategic plan.
• Coordinates departmental Steering Committee, Community Engagement committee, Innovations committee, and all advisory groups.
• Supports coordination of manuscripts, grant proposals, and records control in the Chair’s office.
• Leads special initiatives and projects for the Chair.

• Bachelor's Degree.
• Four years of progressively responsible administrative experience, with experience working on special projects and assignments.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• Ability to manage multiple projects simultaneously
• Ability to develop and maintain relationships with faculty, staff, students, and guests as a reflection of the Chair’s office
• Outstanding writing skills
• Experience using of surveying tools: Qualtrix and/or Microsoft Forms

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Calendar Management - Advanced
• Financial Administration - Advanced
• Interpersonal Skills - Advanced
• Meeting Coordination - Advanced
• Office Procedures - Advanced
• Oral and Written Communications - Advanced
• Organizational Skills - Advanced
• Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Specialist   
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday to Friday: 8:30am – 5:00pm 
FLSA Status: Exempt 
Location: School of Public Health  
Department name: Mental Health Administration   
Personnel area: School of Public Health