This position is responsible for the administrative functions for the Senior Advisor to the President of Johns Hopkins University (who serves as the Head of Johns Hopkins Technology Ventures) and the Senior Director of Strategic Initiatives. The Executive Specialist will coordinate the schedules of the Senior Advisor and Senior Director and related briefing materials, draft and edit a variety of written documents, represent the Senior Advisor and Senior Director to a wide range of external and internal constituencies, and exercise discretion and judgment in resolution of mission critical day-to-day assignments and requests. This position requires on-site attendance that will include some early mornings and/or late night hours.
Essential Job Functions:
Schedules appointments, conducts research for strategic initiatives, and gathers background data in preparation for meetings, speeches, reports and proposals to prepare the Senior Advisor and Senior Director for meetings and presentations with the University leadership and entrepreneurial partners and staff.
Coordinates all business missions and corporate travel for the Senior Advisor and Senior Director including reservations, reimbursements, and monthly reconciliation and reporting for the Senior Advisor's travel card.
Identifies and briefs the Senior Advisor and Senior Director on key issues requiring special knowledge and understanding of programs, initiatives, goals, and objectives beyond day-to-day operational knowledge.
Maintains system for organizing and retrieving researched materials and prepared documents.
Develops institutional relationships and advises the Senior Advisor and Senior Director on the best way to communicate with various offices, utilizing sophisticated level of understanding and knowledge of the University and internal relationships.
Implements critical and important projects, including developing plans, defining and communicating alternatives, and making recommendations regarding the appropriate courses of action based on thorough understanding and knowledge of desired outcomes and expectations.
Facilitates production of management narrative and statistical reports for institutional leadership.
Participates in executive team meetings, work groups, and task forces including facilitating discussion for the purpose of developing plans or identifying solutions to problems.
Recommends policy and procedural changes to improve operations for the office or for the overall organization. Manages problem solving, coordination and priority setting as needed for staff members of the Senior Advisor.
Coordinates sponsorship of regional entrepreneurial events, including staff attendance, to maximize benefit of investment of funds.
Scope of Responsibility:
This position reports to the Senior Advisor to the President. Knows the formal and informal departmental goals, standards, policies and procedures including familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department.
On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
This position is responsible for making decisions consistent with a variety of established procedures as well as creating and maintaining procedures and determining work priorities to meet deadlines.
Exercises discretion and independent judgment over his/her own work. Does not supervise others.
Bachelor's degree required. Five years experience in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required. Experience in an institution of higher education preferred.
Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
Should be proficient in Microsoft Word, Excel, and PowerPoint, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
Must have the ability to synthesize, analyze, and critique effectively
Be a self-starter
Creative/imaginative with excellent organizational skills
A demonstrated ability to address/resolve difficult, multi-faceted problems
Excellent oral and written communication skills
Ability to work long and unpredictable hours under pressure and consistently meet deadlines
Sitting in a normal seated position for extended periods of time.
Reaching by extending hand(s) or arm(s) in any direction.
Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
Communication skills using the spoken word.
Ability to see within normal parameters.
Ability to hear within normal range.
Ability to move about. This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
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 Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.