Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.
The Office of the President is seeking a Correspondence & Project Manager to provide project management, correspondence, and briefing support in a fast-paced, highly visible environment. This individual will prioritize, track deadlines, monitor progress and ensure on-time, high-quality deliverables.
The Correspondence & Project Manager will be a skilled writer with a strong appreciation for project management. They will serve as liaison to offices across the institution, working closely with senior leaders, including the Deputy Chief of Staff, Senior Associate Vice President for Leadership Engagement and the Senior Director for Policy Initiatives.
Please note that this position is not eligible for visa sponsorship.
Specific Duties & Responsibilities- 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.
- 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.
- 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.
Correspondence
- Oversee incoming correspondence and requests for President Daniels' attention; triage to other staff as appropriate and prioritize items needing immediate attention.
- Manage all outgoing documents and correspondence requiring President Daniels' signature, including obtaining necessary approvals and additional signatures.
- Prepare first drafts and proofread and edit documents and office communications for the President's approval and signature.
- Track correspondence traffic on important topics and provide reports to leadership.
- Serve as office lead for the customer relations management (CRM) system, entering all incoming correspondence for tracking and archiving.
Briefings and Communications
- Manage and track briefings for the President's events.
- Prepare, edit, format and/or compile briefing and meeting materials for President Daniels, including researching and gathering critical information, and ensure materials are accessible in a timely manner and kept confidential.
- Contribute to the research, writing, and editing of documents, presentations, and communications products for internal and external audiences, including materials developed for the President, Chief of Staff, and other senior leaders.
Records
- Serve as primary lead for University Archives on all presidential materials.
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
- Five years of progressively responsible experience providing administrative support.
- Strong organizational skills and project management skills.
- Strong verbal and written communication skills, along with the ability to manage multiple challenging projects.
- Strong attention to detail, accuracy, and organizational skills.
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.
Special Knowledge, Skills, and Abilities
- Excellent writer with professional business writing skills and excellent grammar and proofreading skills.
- Ability to work well at a fast pace, with extremely good judgment, problem-solving, and critical thinking.
- Proven aptitude with Microsoft Office applications, including Word (letter composition, report formatting), Excel (basic data management), PowerPoint (report creation and formatting), and Outlook, as well as Adobe Acrobat and specialized computer applications such as CRM systems.
- Ability to interact effectively with colleagues at all operational levels.
- Ability to maintain confidentiality at all times.
- Self-motivated and able to work independently in a highly matrixed and complex business environment.
- A positive attitude, flexibility, an eagerness to collaborate, and an unerring sense of professionalism.
On call or non-standard work hour requirements
- Some evening and weekend work, and flexible hours as project needs require.
Classified Title: Administrative Specialist
Job Posting Title (Working Title): Correspondence & Project
Manager (Office of the President)
Role/Level/Range: ATP/03/PC
Starting Salary Range: $55,145 - $96,760 Annually (Commensurate
w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30am - 5:00pm
FLSA Status: Exempt
Location: Homewood Campus
Department name: President Office of
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 [contact details available in the full listing]. 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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