The Administrative Specialist provides varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high level expertise and independent decision making. Works on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. Leads or assists with ad-hoc or recurring projects. Responsibilities require significant collaboration and coordination with others within and outside of the unit and extensive knowledge of the organization.

Specific Duties & Responsibilities

  • Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
  • Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
  • Support staff management and team meetings and provide follow-up on action items.
  • Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
  • Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
  • Assist with planning and conduct of events as needed.
  • Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
  • Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.
  • Locate and compile information to format and produce reports, graphs, tables, records, and other sources of information.
  • Responsible for answering questions, providing guidance, and disseminating information.
  • Interpret and communicate operating policies.
  • Proactively identify and assist with the resolution of administrative problems.
  • Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity with other departments in the school/division.
  • Other duties as assigned.

Minimum Qualifications

  • Bachelor’s Degree.
  • Four years of progressively responsible administrative experience, with experience working on special projects and assignments.
  • Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula

Preferred Qualifications

  • High proficiency with Microsoft Office programs, including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

  • Calendar Management – Advanced
  • Financial Administration – Advanced
  • Interpersonal Skills – Advanced
  • Meeting Coordination – Advanced
  • Office Procedures – Advanced
  • Oral and Written Communications – Advanced
  • Organizational Skills – Advanced
  • Report Writing – Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.
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Classified Title: Administrative Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,800 – $94,400 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: 8:00am – 4:30pm Monday- Friday
FLSA Status: Exempt
Location: Minnesota
Department name: Center for Indigenous Health
Personnel area: School of Public Health