The Administrative Specialist is responsible for assisting and supporting the Directors of Federal Affairs and the VP of Federal Strategy in planning and implementing programs and initiatives in support of the public policy agenda for the Johns Hopkins institutions. The position will provide research and writing assistance on federal policy issues and as well as provide the team with high level administrative support including calendar management, travel logistics, general operations and serve as the primary phone contact. The position also has key roles in cross department project work e.g. website content management and design assistance, special project management and shared office operations with all collocated external affairs departments.
The Estimated Percentage of Time Spent on Job Duties is as Follows:
30% Project work – Federal Affairs team and GCA office, web site content management, publication assistance, high level project support.
35% Online research/reference, drafting, writing, organizing and producing briefing materials and/or other documents for internal/external distribution.
35% Administrative - supporting team members with scheduling, travel, all logistics for events/meetings, point of contact for team including answers phones – general backup support of other departments when needed.
Conduct research, compiles and evaluates studies, reports, federal legislation, and regulations.
Provide editorial support including drafting, copyediting and proofreading department briefing materials and written communications.
Establish and Maintain positive working relationships with internal and external leadership offices including congressional office staff.
Independently respond to an array of inquiries and requests.
Help develop presentations around specific initiatives, policy issues and other areas of interest for high level internal and external audiences.
Provide high level administrative support for directors and other staff including complex multiple calendar administration and collaboration with external offices for schedule coordination with high-level officers and dignitaries.
Write content for both the web and print publications, managing changes and updates to for all collocated government and community affairs departments as directed by department leadership
Contribute ideas for and create infographics.
Ensure consistency in the appearance and message across all department office communications. Work with Strategic Initiatives for oversight and compliance to institution branding and graphic identify alignment.
Regularly update and review for accuracy all mailing lists that involve federal government officials and ensure proper protocol is followed in all contacts with elected officials.
Assist with lobbying disclosure questionnaire and quarterly report.
Compose letters, emails, briefings and other types of communications as needed for internal offices and eternal audiences.
Draft briefings, including talking points intended for senior staff, leadership, and administrators.
Prepare communications materials, presentations, position papers, and policy briefings relating to government affairs efforts.
Prepare and coordinate the distribution of materials to internal and external audiences.
Provide special events and meeting coordination including venue selection, logistics, communications, attendee registration and/or scheduling and onsite support.
Reply to inquiries; disseminate appropriate confidential information to include reports, legislative policies and regulations.
Address issues across the JH institutions (University and JH Medicine) and handle materials of a highly sensitive and confidential nature.
Provide back-up coverage for the Executive Assistant to the Vice President for Federal Strategy when needed.
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
Troubleshoot IT equipment, hardware and software issues.
Assist team with software program usage through personal experience and usage. This includes learning new software packages as needed.
Bachelor’s degree required. Additional experience may substitute for degree requirements per the JHU equivalency formula.
Five years related experience in a high-level administrative support environment required. Additional education may be substituted for some experience per the JHU equivalency formula.
Proven success in a fast-paced, high-pressure environment.
Experience with multiple software products including but not limited to Microsoft Office (Excel, Word, Outlook, Access, Sharepoint, and PowerPoint). Experience with SAP a plus.
Experience in producing high level presentations and/or information materials for external audiences with advanced skill in PowerPoint and Adobe Acrobat Pro.
Excellent writing skills including proofreading and copyediting skills and experience.
Interest in government relations and familiarity with the legislative process.
Ability to work in high energy, high pressure environment handling multiple tasks effectively.
Excellent interpersonal and communications skills.
This position is located in an open office environment where there are limited physical discomforts due to temperature, noise dust etc. The office is “fragrance free” as a reasonable accommodation to the open space and impact on employees with severe allergies.
Evening and Weekend work is required occasionally.
Attends meetings and events requiring administrative support at locations which could require use of personal vehicle and may not be ADA compliant.
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 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.
Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M-F 8:30-5 Exempt Status: Exempt Location: 29-MD:JH at Bond Street Wharf Department name: 10001654-Finance and Administration Personnel area: University Administration
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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.