The Office of Institutional Equity (OIE) leads JHU efforts to foster an environment that is inclusive respectful and free from discrimination, harassment, sexual misconduct and related retaliation. In its role, OIE ensures compliance with equal opportunity and affirmative action laws, investigates complaints of discrimination, harassment, sexual misconduct and retaliation and serves as a central resource for those with disabilities and those who require religious accommodation.
Reporting to the Vice Provost for Institutional Equity and the Assistant Vice Provost/Title IX Coordinator, the Executive Assistant will be responsible for ensuring workflow efficiencies within the Office of Institutional Equity as well as primary supervision over the administrative support staff within the office. The Office of Institutional Equity is a highly multifaceted area that requires expertise to manage complex relationships, unique interactions, and extremely sensitive matters. The Executive Assistant will be responsible for coordinating all scheduling logistics for the Vice Provost and the AVP/Title IX Coordinator, which includes the coordination and dissemination of information to all necessary constituents related to the meeting/event, meeting required deadlines for organizing briefing materials. This position will be responsible for managing the day-to-day administrative operations of the office, which include the supervision and development of the administrative support staff, reconciliation of office financial transactions and resolution of other financial issues related to the office and its members, maintenance of the office facilities and ensuring shared services within the office operate smoothly, and management of high-level projects and programs. The Executive Assistant will communicate and interact with peer institutions, senior leadership of the university, including the president, provost, vice presidents, vice provosts, deans, directors and their respective staff members.
Manage the day-to-day office administration and develop effective procedures and processes.
Implement new procedures as appropriate. Resolve administrative issues and problems that arise throughout the course of the day.
Contribute to the on-boarding of office staff.
Supervise performance of administrative support staff, conduct performance reviews in collaboration with principals/OIE team and identify professional development opportunities.
Conduct administrative staff update meetings, provide coaching/mentoring, identify opportunities for staff development, and offer an opportunity for information exchange.
Oversee time and attendance reporting for administrative staff in E210 system.
Oversee the maintenance of the office facilities working with facilities on any maintenance issues, and ensuring office equipment repairs are serviced in a timely fashion. Provide direction and oversight to staff in maintaining office facilities and supplies and shared services for the OIE team. Oversee any renovation or other physical plant issues.
Serve as SAP Administrator for the office.
Track and ensure timely processing of travel, expense reimbursement, purchasing, budget and other transactions through JHU systems. Provide direction and oversight to staff in processing transactions.
Coordinate with Information Technology (IT) support on computer and technological-related needs and/or issues for the office including the coordination of necessary system updates/upgrades, resolving the repair of any faulty or broken equipment, and purchasing of new equipment as necessary.
Oversee the maintenance of supplies, which includes but is not limited to: maintaining an inventory of office supplies and ordering new supplies as needed, ensure files for principals and OIE team are well organized, maintained and up to date.
Coordinate lead activities and calendar of events including the coordination of day-to-day activities and other commitments to ensure alignment with strategic priorities.
Ensure that principals are fully prepared for key/important meetings and trainings; including, compiling/researching information and preparing presentations, briefings, developing agenda items and conducting necessary follow-up.
Independently resolve scheduling conflicts, prioritize requests, confirm and track event or meeting details based on knowledge and understanding of initiatives, goals and objectives of the office.
Manage coordination of travel and accommodation arrangements which includes trip planning with lodging, transportation, itineraries, and meeting materials.
Interact with other university deans’ offices and independently anticipate issues to ensure efficient service and operations; effectively communicate with academic and administrative leaders, faculty, students, applicants, guest and other staff.
Update and maintain OIE website.
Work with external constituents preparing responses to government (federal, state and local) requests for information.
Support the Vice Provost and AVP/Title IX Coordinator in their University committee related work, including but not limited to, scheduling, preparing agendas, and note taking.
Provide support for online training with outside vendor and university constituents.
Coordinate and interact with senior officers/offices at the university
Communicate regularly with individuals and groups across the School and University and with peer institutions. Develop institutional relationships based on a level of understanding and knowledge of the University and its internal and external relationships.
Exchange and coordinate information using tact, accuracy, clarity and persuasion, requiring good oral and written communication skills given the often sensitive nature of the issues.
Maintain the highest level of confidentiality in all written and verbal communication.
Responsible for the implementation, execution and completion of special projects and assignments.
Contribute to the oversight of the office cost center and support financial objectives by monitoring expenditures.
Oversee the preparation of financial reports, reconciliations and analyses.
5 or more years of relevant progressively responsible experience in support of academic, business, research and/or development activities and operations, providing high level administration oversight, coordination and support.
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.
Works well under pressure and meets deadlines.
Excellent organizational skills.
Excellent oral and written communications skills.
Demonstrated ability to address/resolve multi-faceted problems.
Strong multi-tasking skills and demonstrated ability to manage competing priorities.
Ability to maintain courteous, professional, discreet, and tactful behavior at all times.
Ability to maintain strict confidentiality on issues and information.
Proven track record of successful project management and implementation.
Classified Title: Executive Assistant Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: $22.37 - $30.78 per hour Employee group: Full Time Schedule: M-F, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10000178-Vice Provost for Institutional Equity 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.
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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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