Administrative Project Specialist, Executive Recruitment (School of Medicine - Office of the Dean and CEO)

About the job

The Johns Hopkins University School of Medicine is seeking an Administrative Project Specialist, Executive Recruitment. The Administrative Project Specialist is a key member of the newly established Executive Recruitment function within the Office of the Dean and CEO at the Johns Hopkins School of Medicine, which leads the recruitment of senior academic and executive leaders, including department and division directors. The Administrative Project Specialist partners closely with the Director of Faculty and Executive Recruitment to provide programmatic, operational, and communications support to ensure efficient and well-coordinated executive search processes.

The Administrative Project Specialist will provide general administrative and coordinating support for activities and/or projects for a team, unit or principal.

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.
• Other duties as assigned.

In addition to the duties described above

• Manage operational timelines and key deliverables associated with chair and director searches.
• Coordinate logistics for candidate interactions, including meetings, interviews, campus visits, and stakeholder engagements.
• Support communication workflows, including search committee materials, candidate correspondence, event coordination, and internal updates.
• Assist with preparation of reports, summaries, and documentation that support leadership decision making throughout the search cycle.
• Serve as a point of coordination for the School of Medicine’s executive recruitment function.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Five years of progressively responsible experience providing administrative support.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor’s Degree.
• Prior experience with Interfolio.
• Experience handling highly sensitive and confidential information
• Experience in academic medicine or comparable environment.

Special Knowledge, Skills, and Abilities

• Demonstrated ability to exercise discretion and sound judgment in handling highly sensitive and confidential information.
• Strong interpersonal skills, with the ability to effectively engage senior faculty, executive leadership, and high-profile candidates.
• Advanced organizational and analytical skills, including the ability to manage complex processes, synthesize information, and track progress across multiple concurrent searches.
• Strong written communication skills, with experience producing polished correspondence and professional communications.
• Demonstrated ability to coordinate leadership meetings and manage executive-level visit logistics, ensuring seamless planning and execution.

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): Administrative Project Specialist, Executive Recruitment (School of Medicine - Office of the Dean and CEO) Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: $24.85 - $43.55 HRLY ($71,240 targeted; Commensurate w/exp.) Employee group: Full Time Schedule: Monday-Friday, 8.30am-5.00pm FLSA Status: Non-Exempt Location: Hybrid/School of Medicine Campus Department name: SOM Admin Exec Off Gen Administration Personnel area: School of Medicine