Administrative Specialist

The Department of Mental Health in the Johns Hopkins Bloomberg School of Public Health is a vibrant, diverse community that brings together leading researchers and practitioners across multiple disciplines joined by their passion for understanding, preventing, and treating mental and behavioral health conditions and promoting mental health. We value excellence in research, education, and public health practice that aims to achieve mental and behavioral health equity for all communities across the lifespan. As the only department dedicated to mental and behavioral health situated in a school of public health in the U.S., we are dedicated to educating the next generation of public health workers and scientists to understand its importance and to acquire the specific skills needed to advance public mental health domestically and internationally through research, practice, policy and advocacy.

We are seeking an Administrative Specialist eager to join our team and to utilize their skills in support of better mental health for our world.

In this role, 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; Co-leads departmental strategic planning implementation; coordinates departmental Steering Committee, Outreach 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. May perform duties of a sensitive and confidential nature.

Assists the Chair with scheduling, travel, meeting materials, and anticipates needs/potential conflicts. Acts as a liaison to faculty, students, staff, and school leadership. Proactively recognizes and responds to potential problems, alerting the Chair when necessary. Takes initiative to solve problems independently and creatively. Effectively and respectfully communicates with internal and external stakeholders. Strategically manages time and is able to quickly shift tasks to complete a variety of duties. Organize and process information while keeping track of projects. Maintains composure, is prompt and prepared, and remembers key details from various requests. Works quickly and accurately.

Specific Duties & Responsibilities

Section 1 Summary

• This first section details the responsibilities of the Administrative Specialist in supporting the Chair and the department. These tasks include,
• Communication and Documentation-Drafting letters, memos, and meeting minutes. Managing faculty appointments, promotions, and annual reviews.
• Chair Support -Maintaining the Chair's calendar, scheduling appointments and travel, preparing reimbursements.
• Departmental Coordination - Serving as a liaison for faculty, students, and staff, organizing events and committee meetings, maintaining the departmental faculty database.
• Project leadership - Leads special initiatives of the Chair through project management, including strategic planning implementation, establishment of advisory boards, larger publication efforts, coordination of the establishment of centers and departmental working groups, and other efforts as assigned.
• Data Management and Reporting -Compiling and formatting information, using software for data analysis, and managing confidential records

Section 2 Summary

• This section focuses on the AS's specific duties related to faculty meetings, annual reviews, appointments, and recruitment.
• Faculty and Departmental Meeting Coordination - Schedules meetings, prepares agendas and presentations, takes minutes.

• Faculty Annual Reviews - Coordinates meetings, compiles faculty information and course evaluations. Maintains files for faculty reviews.

• Appointments and Promotions - Manages the process for appointments, promotions, and reappointments, ensuring compliance with school guidelines. Coordinates and schedules the Departmental Faculty Development Committee meetings and manages documentation.

• Faculty Recruitment -Coordinates all aspects of recruitment, from marketing to onboarding, using Interfolio for applicant tracking. The AS will work closely with the Search Committee Chair and Department Chair to attract and hire top talent in the field, contributing to the department's growth and success.

*Overall, these sections highlight the AS's crucial role in ensuring the smooth operation of the department and providing comprehensive support to the Chair and faculty.

Special Skills, Knowledge, & Abilities

• 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.
• Ability to create and manage electronic documents on Dropbox, MS Teams, OneDrive, and other systems.
• Superior writing and quantitative skills.
• Required knowledge of Excel, Microsoft Word, Microsoft Outlook, PowerPoint and Microsoft Access.

• Bachelor's Degree.
• Five years in providing high level expertise.
• Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

• College Degree.
• Experience with a variety of quantitative software applications for survey development.
• Demonstration of project coordination skills.
• Strong writing skills.
• Strong interpersonal and communication skills, with the ability to build relationships with diverse stakeholders.
• High level of initiative and self-motivation.
• Adaptable and flexible in a fast-paced environment.

Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,800 - $94,400 Annually ($74,100 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30am - 5:00pm
Exempt Status:Exempt
Location:School of Public Health
Department name: Mental Health Administration
Personnel area: School of Public Health