Job DescriptionGeneral Summary/Purpose
The Administrative Specialist will provide complex administrative, financial, and project support to the leadership of the Welch Center (WC) for Prevention, Epidemiology, and Clinical Research of the Johns Hopkins University (JHU). In this capacity, the Administrative Specialist will oversee major operational activities of the WC [on-campus unit at 2024 E, Monument St] and its satellite research unit, ProHealth [off-campus unit in Woodlawn] This person will represent the Welch Center and ProHealth as appropriate in communicating professionally with faculty, administrators, staff, and external contacts; resolve complex administrative problems and issues, many related to its joint relationship with both the SOM and SPH; draft and monitor non-sponsored budgets; assign space and monitor utilization at WC; plan major events; gather and compile data, and prepare corresponding reports and presentations; and prepare, revise, implement, and monitor operating policies of the WC and ProHealth. A major aspect of this position is identifying and overcoming administrative barriers that WC faculty and staff encounter as they conduct inter-disciplinary, collaborative research across the various schools, departments and academic units at Hopkins. This position will be responsible for confidential and non-confidential communications of all types with the people listed above. This person will be responsible for representing the WC Director in meetings and act on his behalf. This person will reporting directly to the WC Director, and will also work closely with and report to the administrative leadership of the WC’s parent departments [Division of General Internal Medicine (DGIM) of the Department of Medicine (DOM), and the Department of Epidemiology (DOE)].
Specific Duties & Responsibilities
Serve as direct supervisor of the Sr. Administrative Assistant of the Welch Center.
Oversee the administrative staff, independent of primary school [all administrative coordinators and the Communications Specialist (~ 6-8 FTEs at 2024 Building); up to 2 FTE at ProHealth].
Develop and manage a “team approach” to provide administrative support for core Welch Center faculty, thereby assuring adequate support for routine needs of faculty as well as special projects and events of the center.
Develop systems to efficiently and effectively allocate, manage, and adjust administrative staff effort to assure timely completion of tasks.
Ensure that all personnel management functions are successfully performed, including recruitment and retention, employee relations, grievances, training orientation, and career development.
Ensure that all human resources activities are carried out consistent with University personnel policies. To this end, this individual will interact with human resources personnel in parent departments.
Develop and project WC and ProHealth operating budgets, monitor revenue and expenditures. Prepare quarterly financial reports and annual report on sponsored research of the faculty. Advise the WC Director on strategies to control costs and increase revenue.
Manage day-to-day ﬁnancial responsibilities, such as preparation and authorization of purchase requests, expenses, reviewing travel expenses reports and depositing checks. Prepare budget changes and expenditure transfers.
Develop and oversee systems at WC for tracking and ensuring timely processing of travel, expense reimbursement, payroll, purchasing, budget and other transactions at JHU.
Initiate, review, process, and renew contractual services for the Welch Center and the ProHealth Research Clinic.
Oversee and allocate space (currently, the on-campus 2024 Building facility, and the off-campus ProHealth research unit).
Lead the complex process of monitoring and allocating rent charges and other expenses at ProHealth to individual studies.
Serve as a primary liaison with facility management at WC and landlord at ProHealth for financial matters and other high level problems.
Work closely with the Director on WC and ProHealth projects, including renovations, expansions, moves, lease renewal, and new equipment.
Serve as the primary liaison with other departments to address any maintenance, environmental, security, or other building issues.
Review and submit requests for badge access and keys. Maintain record of master keys in use at the Welch Center.
Provide back-up to the Senior Administrative Coordinator who maintains WC Director’s calendar, coordinates meetings and committees, schedules appointments, resolves scheduling conflicts, and prioritizes requests.
Act as executive assistant in representing the Director, and the center, in meetings and at large. Prepares follow up reports as needed.
Provide executive level administrative support to the Director, prioritizing and managing the office and provide guidance to the Director on issues related to administrative and regulatory compliance.
Prepare administrative reports and assist with research proposals (particularly, budget justifications) and presentations for research and teaching.
Create and update SOPs and policies, including extraordinary circumstances such as reopening facilities and COVID-19 compliance at WC and ProHealth. Ensure compliance with policies and guidelines.
Create and maintain resource sharing platforms for faculty, staff, trainees, and students, including the Welch Center SharePoint site.
Work with the Communications Specialist and Database Manager to ensure WC database is accurate, up to date, and appropriately designed to collect and manage data relevant to WC operations and reports.
Ensure that key administrative aspects of the WC and ProHealth are well organized, maintained, and up to date.
Resolve problems, answer questions of other staff and faculty, and act as a source of information for all inquiries.
Assist in efforts to improve communication among WC faculty, staff and students and enhance computer and technical support in the WC.