Project Specialist - Board of Trustee Office

The Project Specialist - Board of Trustee Office will provide general administrative and coordinating support for activities and/or projects for a team, unit or principal.

The Board of Trustees Office is seeking an enthusiastic and motivated Project Specialist - Board of Trustee Office to join a dynamic team that supports the University’s Board of Trustees and the Senior Vice President and Secretary of the Board. This role offers the opportunity to work in a fast-paced, high-volume environment, providing project management and high-level administrative support.

Reporting to the Assistant Secretary, this position handles meaningful, often confidential work that requires demonstration of sound judgement, strong attention to detail, and the ability to take initiative with little guidance and work effectively with senior leaders across the university, as well as external constituents. This position is well-suited for recent graduates interested in higher education administration, non-profit leadership, public service, or organization management, and offers exposure to university governance, institutional decision-making, and the inner workings of one of the world’s leading research institutions.

Specific Duties & Responsibilities

- Perform varied and multiple administrative support functions for recurring and ad hoc projects and/or specialized operations.

- Develop administrative processes and workflows.

- Assist in planning and development.

- Provide reports and summaries as requested.

- Resolve administrative issues and problems.

- Assist with business and financial processing, e.g. budget reconciliation, expense reimbursements, payment of invoices, etc.

- Foster institutional relationships. Collaborate and liaise with individuals across the institution.
- Serve as the primary administrative support person for the Board of Trustees Office, communicating and interacting with Trustees and Johns Hopkins Senior Leadership (e.g., President, Provost, Vice Presidents, Vice Provosts, Deans, Directors) along with their respective staff members.

- Assist with other activities of the Board of Trustees Office, including:
- Coordinating a variety of events, including Commencement, Convocation, campus visits, and other special events.

- Monitoring and collecting information for archival purposes.
- Implementing Board meetings (this may require out-of-state venues).
- Drafting letters and other correspondence.

- Responsible for tracking and ensuring timely processing of travel, expense reimbursement, purchasing, budget and other transactions through JHU systems (reconciliation of office financial transactions and resolution of other financial issues related to the office and its members).
- Handle projects, including:

- Preparing the compilation and distribution of certain Board meeting materials.

- Assisting in the annual publication and online updates of the Trustee Handbook.

- Other duties as assigned.

Minimum Qualifications

- High school diploma or graduation equivalent.
- Five years of progressively responsible experience providing administrative support.
- 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.
- Must have a level of good judgment as well as problem-solving and critical thinking ability.

- Must be able to work well at a fast pace.

- Demonstrated ability with office desktop technology, including working with Microsoft Office suite of products, including Word (word processing, letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), Outlook, and Adobe Acrobat.

- A positive attitude, flexibility, and an eagerness to collaborate with others.
- An unerring sense of professionalism.

Preferred Qualifications

- Bachelor’s degree.

- Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

On call or non-standard work hour requirements:

Some evening and weekend work.

Technical Qualifications & Specialized Certifications

- Highly proficient with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency

- Operational Oversight: Advanced
- Oral and Written Communications: Advanced
- Process Improvement: Advanced
- Project Documentation: Advanced
- Project Management: Advanced
- Report Writing: Advanced
- Research and Analytical Skills: Advanced
- Workflow Management: Advanced

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Project Specialist 
Job Posting Title (Working Title): Project Specialist - Board of Trustee Office   
Role/Level/Range: ATO 37.5/03/OG  
Starting Salary Range: $24.85 - $43.55 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30am - 5:00pm 
FLSA Status: Non-Exempt 
Location: Hybrid/Homewood Campus  
Department name: Sec of the Board of Trustees Office  
Personnel area: University Administration