Job description

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, including but not limited to:
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, 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.
Be proactive in identifying and resolving scheduling conflicts.
Organize meetings as required.
Provide back-up administrative support as needed.
Other Duties as Assigned

Special Knowledge, Skills, & 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.

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 experience 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 and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

• 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.

Preferred Qualifications

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

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.

Classified Title: Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $23.30-$32.00 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday/ 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Uro Urology
Personnel area: School of Medicine

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:
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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

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

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

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 jhurecruitment@jhu.edu . 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. 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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