Administrative Specialist

Overview and Responsibilities

Johns Hopkins Intrastaff is the internal staffing agency for the Johns Hopkins Health System and partner hospitals, providing temporary support to a variety of the Johns Hopkins locations. Our employees are the strength of our service.  Intrastaff is unique because it's one of the very few agencies where a person has the benefit of being a temporary employee and also feels like a member of a large organization. Working at Hopkins means joining a culturally diverse team that includes some of the best nurses, physicians and allied health professionals in the world. Directly or indirectly, you'll have exposure to cutting-edge technology and groundbreaking medical research.

Administrative Specialist

Location: 5200 Eastern Avenue

Hours: 7:30a-5p

Pay rate: $30 per hour

The Department of Medicine is seeking an Administrative Specialist to provide high-level support to the Division Director of Rheumatology, ensuring seamless administrative operations, efficiencies in scheduling, excellent communication and customer service, project management, and organization of divisional initiatives.

Provide comprehensive administrative support to the Division Director, including managing calendar, scheduling appointments, and ensuring that daily tasks are completed efficientlyIdentify scheduling efficiencies, anticipate conflicts, and propose adjustments to maximize the Division Director’s availability for high-priority engagementsMaintain high standards of customer service when hosting guests, such as Grand Rounds speakers, prospective new faculty members, high level donors, ensuring a professional and welcoming experienceCommunicate effectively and maintain positive courteous, supportive, and professional working relationships with all levels of contacts

Organize and coordinate meetings, major divisional activities and events, faculty meetings, division conferences, symposia and seminars. Prepare and distribute agendas, meeting materials, and follow-up communications, ensuring logistical success.

Arrange travel logistics, conference registrations, and accommodations for the Division Director and visiting faculty members

Assist in planning special events, guest lectures, and symposiaServe as the primary point of contact for the Division Director, managing correspondence, emails, and phone calls

Interface with faculty, administrators, learners, staff and external partners on behalf of leadership with professionalism

Distribute operating policies, announcements, and correspondence by email to all divisional faculty and staff on behalf of Rheumatology leadershipSupport the Division Director’s projects, including the preparation of reports, presentations, and sponsored/research materials

Track deadlines and project progress and assist in managing special initiativesUse a variety of software programs to create and organize quality graphs, charts, technical documents, spreadsheets, manuscripts and reports needed by the Division Director or leadership team

Prepare, review, and process confidential documents, including grant applications, faculty evaluations, and promotion dossiersMaintain accurate filing systems for division-related documents, ensuring confidentiality and quick accessibilityMaintain Division Director’s CVs, licensure records, other support page and academic appointment documentsCoordinate annual reviews for faculty who report to the Division DirectorSupport the recruitment and onboarding of faculty and other clinicians in the divisionAct as a liaison between division leadership and departmental administrative teams to ensure smooth workflow and alignment with the School of Medicine’s policiesKeep supervisors, learners, staff and relevant Rheumatology personnel informed of key issues as relevantOther duties and special projects as assigned

Qualifications

Bachelor's degree

Five years related experience providing high level expertise

Excellent writing, organization, attention to details and computer skills

Ability to take the iniative and exercise independtn judgement in mananging a variety of respsonsibilities

Johns Hopkins Health System and its affiliates are an Equal Opportunity/ Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.