Administrative Specialist

Overview

Johns Hopkins Intrastaff is the internal staffing agency for the Johns Hopkins Health System and partner hospitals, providing temporary support to a variety of the Johns Hopkins locations. Our employees are the strength of our service. Intrastaff is unique because it's one of the very few agencies where a person has the benefit of being a temporary employee and also feels like a member of a large organization. Working at Hopkins means joining a culturally diverse team that includes some of the best nurses, physicians and allied health professionals in the world. Directly or indirectly, you'll have exposure to cutting-edge technology and groundbreaking medical research.

Hours - 8:30 am to 4 pm

Pay rate- $30.00 per hour 

Responsibilities

The Administrative Specialist provides high-level administrative support to the Faculty Records Administrators in the Office of the Dean at the Johns Hopkins University School of Medicine. This position assists with coordinating and executing faculty appointment and promotion processes, supports committee logistics, and contributes to leadership searches and other strategic initiatives. The Administrative Specialist plays a key role in maintaining accurate records, ensuring compliance with institutional policies, and facilitating effective communication with departments and stakeholders across the School of Medicine.

• Manage and track faculty promotion and appointment applications in an organized and timely manner.
• Coordinate all aspects of promotion committee meetings, including scheduling, logistics, reminders, agenda preparation, and material distribution.
• Solicit references and manage correspondence with internal and external evaluators; track responses and maintain organized documentation.
• Support the promotion and tenure process in accordance with the policies outlined in the Gold Book and Silver Book.
• Collect, track, and analyze data; prepare reports, proposals, and presentations for School of Medicine (SOM) leadership and faculty.
• Collaborate with the Dean’s Office Events Specialist to organize the annual reception honoring newly promoted associate professors and professors.
• Provide administrative and procedural support to promotion committees (CEPC, PPC, or APPC); advise candidates on required materials and act as a liaison to divisions and university offices.
• Ensure adherence to all relevant policies, procedures, and regulations from the University, SOM, affiliated organizations, and external agencies.
• Triage and respond to email inquiries regarding promotions, ensuring timely and accurate resolution based on applicable guidelines.
• Review and proof appointment and promotion lists for Assistant Professors prior to submission to the Agenda Committee.
• Support Department Director search committees, including applicant tracking, visit planning, advertisement logistics, and candidate communications.
• Perform other duties and special projects as assigned.

Qualifications

Education

• Bachelor's degree preferred; relevant experience accepted

Work Experience

• Minimum of two years progressively responsible experience in administrative or academic administration in a higher education environment

Skills

• Strong critical thinking and customer service abilities
• Highly organized with excellent attention to detail
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Able to manage multiple priorities and meet deadlines in a fast-paced environment
• Effective both independently and collaboratively within a team
• Professional and clear communication skills, both written and verbal

Johns Hopkins Health System and its affiliates are an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.