We are seeking an Executive Assistant who will provide expert administrative support and Project Management for the Vice Provost for Student Affairs. The Executive Assistant must be a high-performing, equity-minded individual, with the ability to work effectively in a fast-paced, student-centered, and collaborative work environment. This position requires the ability to multi-task, prioritize, be proactive, and practice independent decision-making. This position will deal regularly with sensitive and confidential information and must exercise the utmost professionalism and discretion at all times. The position will be based in Baltimore (Homewood campus), but will have the ability to work remotely at times.
Specific Duties & Responsibilities:
Manage the calendar of the Vice Provost for Student Affairs, including meetings, appointments, and events.
Organize meetings as required.
Prepare the VPSA for meetings and presentations, working with other staff and offices to ensure briefing materials are prepared appropriately, include necessary information and context, and provided in a timely manner in advance of meetings and VPSA deadlines.
Be proactive in identifying and resolving scheduling conflicts.
Record and track agenda items for the VPSA's individual and staff meetings.
Developing agendas and distributing supporting material as necessary.
Take minutes at meetings as necessary.
Assist the Chief of Staff to the Vice Provost with project management for the Vice Provost of Student Affairs, including but not limited to:
Tracking progress on divisional goals and projects.
Following up with appropriate personnel.
Coordinate administrative committees and teams, including scheduling, invitations, reminders, meeting logistics (including AV, catering, meeting location, video and teleconferencing set-up, etc.).
Coordinate and distribute supporting material as necessary.
Work with Student Affairs offices to ensure the Office of the VPSA is made aware of student and divisional events in a timely manner.
Coordinate as appropriate with the Offices of the Provost, President, and Deans of the nine academic divisions.
Coordinate the scheduling for VPSA participation in events and speaking engagements.
Work with the VPSA and Chief of Staff to plan and implement divisional and student events and discussions that may take place during evenings and weekends.
Manage projects, determine priorities, comfortably taking initiative and exercising independent judgment to resolve issues.
Prepare and edit emails, letters, memos, and other correspondence for the VPSA working with input from the Chief of Staff.
Coordinate travel and itineraries for the VPSA in a manner that promotes the best use of time and promotes efficiency. Prepare travel and accommodation arrangements.
Provide administrative support during student emergencies and crisis. (This may require weekend and evening work with little notice.)
Work closely with administrative staff for the VPSA's senior leadership team on priorities, initiatives, and goals.
Minimum Qualifications (Mandatory):
Bachelor's Degree required.
Five years of experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
Additional education may substitute for required experience and additional related experience may substitute for required education to the extent permitted by the JHU equivalency formula.
Experience dealing with sensitive and confidential information.
* 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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
Special Knowledge, Skills & Abilities:
Independently applies functional or technical knowledge and has the capability and knowledge base to share technical skills with others.
Ability to maintain an organized and smooth-running, positive office environment.
Demonstrated ability to prioritize.
Concentrates efforts on the most important priorities while effectively balancing the immediate with longer-term tasks.
Represents oneself in a manner consistent with standards for professional and Ethical Conduct to maintain image and credibility.
Represents Office of the VPSA with integrity.
Ability to work flexible hours as needed.
Capable of sitting for long periods of time and physically able to lift up to 25 lbs.
Classified Title: Executive Assistant Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F, 8:30am - 5:00pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Student Affairs Personnel area: University Student Services
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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 Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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