Johns Hopkins Carey Business School is seeking an experienced high-level administrative professional for the role of Executive Specialist, Office of The Deanwho will Report directly to the Dean, the Executive Specialist is responsible for the management of key administrative and academic matters originating within the Office of the Dean. This role will also handle matters requiring School-wide coordination and project management for both internal and external matters involving the Dean's office. The Specialist may also conduct basic research and prepare documents for projects undertaken by the Dean.

Specific Duties & Responsibilities

• Serves as a primary point of contact for the Office of the Dean.
• Anticipates and problem-solves for issues and concerns that will affect the Dean and school leadership team. This work is performed daily and requires flexibility and an understanding of potential shifting priorities.
  
• Develops institutional relationships; collaborates extensively with a variety of individuals on matters central to the Dean.
  
• Advises the Dean on best way to communicate with various offices, utilizing sophisticated level of understanding and knowledge of the University and internal relationships.
  
• Staffs and tracks various projects and meetings by ensuring event/meeting logistics, confirming attendance, taking minutes, noting milestones for the project, communicating key deliverable needs to attendees, and disseminating information to participants.
  
• Facilitates communication with key stakeholders on collaborative projects, meetings, and events.
  
• Leads planning efforts for internal Carey leadership meetings and retreats (Faculty meetings, Management Council, etc.)
  
• Leads planning efforts for quarterly town hall meetings for all faculty and staff, including preparing agenda with input from internal leadership and the Dean, and coordinating speakers
  
• Establishes and implements administrative policies and procedures for the Office of the Dean.
  
• Prepares and/or organizes briefings, reports, proposals, planning documents, spreadsheets and PowerPoint presentations for the Dean.
  
• Prepares material in a readily usable and easily understood format to support key projects and other work undertaken by the Office of the Dean.
  
• Manages calendaring for the Dean for all internal and external meetings, invitations, and events, including determining scheduling priorities, tactfully resolving scheduling conflicts, confirming attendance and key information regarding the event or appointment.
  
• Proactively identifies materials needed to prepare for upcoming meetings and conducts appropriate research, gathers materials necessary and provides briefings to ensure that the Dean is well prepared for scheduled meetings and other events.
  
• Manages logistics for special events sponsored by the Dean's Office. This includes planning the actual event, location, menu, equipment, invitations, attendance and reservations, preparation of materials, and briefing and preparing the Dean for the event.
  
• Plans, writes, edits and manages distribution of letters, memoranda and other communications from the Dean. Acknowledges and responds to the Dean's email that is general in nature.
• Establishes annual meeting schedule, manages meeting logistics, prepares agenda with feedback from the Dean, prepares or compiles any needed reports, gathers information, and prepares minutes for the Dean's Management Council and other pertinent meetings chaired by the Dean.
  
• Maintains the budget for the Office of the Dean, to include processing expenditures (including travel) for payment, reconciling accounts, researching and acting to resolve any discrepancies, and monitoring and managing expenses within budgetary framework.
  
• Works with organizations and institutions for reimbursement of the Dean's travel expenses.
  
• Occasionally travels with the Dean locally to provide administrative support, including to the DC campus and other Hopkins' campus locations. Travel may be approximately 5%.
  
• Coordinates national and international travel logistics including transportation, accommodations, and meals; schedule meetings and create an itinerary to include bios and other support materials as necessary.
  
• Reviews and provides updates to the webmaster for the current Carey Business School website content and intranet information for the Office of the Dean.
  
• Researches student, staff and faculty issues brought to the attention of the Dean. Makes recommendations for resolution, as appropriate. Interfaces with students, staff and faculty to work through resolution. Elevates complex problems as appropriate.
  
• As assigned, represents the Dean on school-wide planning committees or other special projects.
  

Special Knowledge, Skills, & Abilities

• Proven ability to work with minimal supervision and to exercise independent judgment and discretion when making decisions on matters of significant impact and visibility.
• Requires excellent writing and editing skills, including the ability to draft original correspondence and edit significant documents with wide distribution (issued under the signature of the Dean). Requires strong oral communication skills, including the ability to communicate effectively to all constituent groups.
  
• Knowledge of administrative management, effective scheduling, and administrative support in an executive environment.
  
• Strong interpersonal skills.
  
• Strong problem-solving skills, including the ability to identify resources, gather and analyze pertinent information, make sound decisions and take appropriate action.
  
• Knowledge of meeting planning and logistics.
  
• Supervisory skills and demonstrated ability to train and direct the work of others.

• Bachelor's Degree.
• Five years of experience in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice.
• Additional related experience (i.e. experience in field for which the executive to whom this position reports to is responsible) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula, in exceptional cases.

• Demonstrated experience in managing a complex office. Experience working on a wide variety of special projects and special assignments.
• Demonstrated experience in executive support within a higher education administration and academic support setting.

Classified Title: Executive Specialist
Job Posting Title (Working Title):Executive Specialist, Office of the Dean
Role/Level/Range: ATP/03/PD
Starting Salary Range: $62,300 - $109,000 Annually ($94,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday through Friday with some evenings and weekends
Exempt Status:Exempt
Location:Hybrid/JH at Harbor East
Department name: Office of the Dean
Personnel area: Carey Business School