The Administrative Supervisor position provides complex administrative support for the Academic Affairs Department, Executive Leadership and faculty members. This position will supervise the administrative staff and be responsible for the triage and coordination of all administrative duties and responsibilities. Acts proactively and independently, exercises good judgment, thinks creatively to manage complex projects and has the ability to work with multiple interruptions and stay on task. May perform duties of a sensitive and confidential nature.
Specific Duties & Responsibilities:
Triage students, faculty and staff requests and concerns to distribute to administrative coordinator team
Manage high level projects. Coordinate activities and events including developing program agendas and materials.
Tracks, maintains and renews School wide memberships
Reconcile monthly financial statements with invoices and supporting documentation. Ensures all transactions are recorded, approved and paid according to University and other applicable policies
Provide regular EBI summary reports by track, program and school by year and store these reports in the R drive
Coordinate with relevant departments in the School of Nursing, faculty headshots and updated CV’s for the website (new faculty only)
Facilitates New Faculty Orientation and faculty onboarding for full time faculty and post-doctoral Assist faculty with all logistical aspects of onboarding. Submits new faculty announcements for publishing on SON Vitals
Oversees joint and adjunct appointment process and maintains database
Assembles and reviews faculty promotion portfolios and coordinates the submission of these materials to the Dean’s office
Prepares faculty awards
This position will provide back up support to administrative team
Responsible for cross training administrative team
Manages all aspects of the “Dean’s travel and Conference Fund”
Point of contact for all administrative information pertaining to student travel, both local and global
Manages student application process for travel: (including but not limited to):
Verify and update (as needed) approved sites and funding dates
Verifies that all student forms and compliance requirements have been submitted and are correct
Process all reimbursements from travel for both student and faculty
Coordinates orientations and workshops for student travel
Works with MARCOM to make sure approved student travel sites are on our website and updates as appropriate
Tracks where students are at all times for all SON sponsored trips, conferences, or events both national and international
Collaborates with admissions to create orientation packets so that students are aware of approved sites and application deadlines
Works with contracts administrator on MOU's
General Administrative Duties
Manages and Coordinates workshops
Responsible for main Academic Affairs telephone line, screen callers, relay messages, distribute mail and greet visitors
Supports and staffs SON task forces and other working groups as assigned
Takes minutes for committee meetings in a timely manner and post meetings minutes, including organizing and updating WIKI site, folder access or box as needed
Coordinate faculty mid-year and annual reviews for all faculty, including scheduling the appointments.
Reserves rooms and AV support for meetings
Coordination of general office duties such as purchasing supplies, copying, sending fed ex packages, distributing information, and maintaining administrative filing system
Obtains Welch library access for NP preceptors and other adjunct appointment faculty members
Oversite of CV formatting, review and finalizing
Tracks and updates Faculty travel support requests and reimbursements
Administrative support for Faculty Assembly
Provides general administrative support to executive leadership (may include schedule and outlook assistance)
Administrative support for faculty working groups
Updates Standing Committee Meeting calendar
Update Academic Affairs web page / SharePoint
Misc. duties as assigned
High School Diploma/GED.
Five (5) years progressively responsible administrative experience.
Additional education may substitute for required experience, to the extent permitted by the JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the 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. *
Bachelor’s degree preferred.
Special Knowledge, Skills, and Abilities:
Ability to work independently.
Manage projects and determine priorities while maintaining a high degree of professionalism and confidentiality.
Maintain effective and proactive communication with faculty, staff, and students as required.
Must work closely with all levels of personnel within Johns Hopkins entities on a variety of issues including matters regarded as confidential and sensitive.
Strong organizational skills with the ability to manage several projects simultaneously.
Strong computer skills to include proficiency in: Microsoft Suite (Word, Outlook, Excel, PowerPoint, Access), SAP, Qualtrics, and routine internet usage.
Excellent writing and verbal skills.
Classified Title: Administrative Supervisor Working Title: Administrative Supervisor Role/Level/Range: ATO 37.5/03/OF Starting Salary Range: $41,226 - $56,722 (commensurate with experience) Employee group: Full Time Schedule: Monday - Friday hours 8:30 - 5:00 Exempt Status: Exempt Location: 06-MD:School of Nursing Department name: 10001255-Academic Affairs Personnel area: School of Nursing
The successful candidate(s) for this position will be subject to a pre-employment background check.
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 HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
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