Administrative Specialist (Enrollment Management & Student Affairs)

About the Role

We are seeking an Administrative Specialist who will provide varied administrative support ranging from standard to complex for an individual, group, and/or unit requiring high-level expertise and independent decision-making. This role involves working on administrative assignments that require research, initiative, independent discretion, and specialized knowledge and abilities. The position leads or assists with ad-hoc or recurring projects and requires significant collaboration and coordination within and outside the unit, along with extensive knowledge of the organization.

Responsibilities

• Independently manage complex calendars and meeting schedules based on an understanding of shifting priorities.
• Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
• Support staff management and team meetings, including follow-up on action items.
• Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution, following up with deadlines, drafts, and reminders.
• Lead or significantly contribute to recurring or ad-hoc projects, including providing support or guidance to other staff.
• Assist with planning and conduct of events as needed.
• Perform general office management necessary for efficient operations (e.g., assisting with space issues, room reservation requests, technology needs).
• Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, and non-employee expense reimbursements.
• 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, including interpreting and communicating operating policies.
• Proactively identify and assist with the resolution of administrative problems.
• Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures, including familiarity with other departments in the school/division.

Outreach & Mission Advocacy

• Help support the SON Student Affairs Diversity, Inclusion, and Equity (DEI) initiatives.
• Represent Student Affairs at University and SON events.
• Prepare presentation slides and communication materials.

Program Development & Event Planning

• Assist in developing, planning, and coordinating Student Affairs events by creating marketing materials, setting up RSVP forms, and promoting events.
• Develop Microsoft Forms assessments on events’ effectiveness (e.g., student attendance, engagement).
• Engage fully in preparations for and hosting of monthly Student Affairs programs, including the Student Involvement Fair, Orientation, Peer Navigator Program events, SON Student Organizations/Hopkins Groups Trainings, and other initiatives.
• Support orientation programs for entering students, including registration, event scheduling, and development of marketing materials.

Process Management

• Check the Student Affairs general email inbox daily and answer students' questions.
• Write, maintain, and share SON Standard Operating Procedures for Student Affairs programs and policies.
• Develop a student staff handbook for the Student Affairs office.

Student Organization Support

• Assist in transitioning student organizations to the Hopkins Groups and Live25 platforms; register new student organizations and review/monitor requests.
• Update student leader information and communicate with student groups within the Hopkins Groups platform.
• Review, approve, and order all supply and catering orders for student organizations.
• Confirm reservations for student organizations using Live25 software and EzCater.
• Develop, plan, and execute the Student Organization Leadership In-Service Meetings, Annual Leadership Retreat, and End-of-Year Student Organization Awards Dinner.

Schedule

Monday - Friday (Hours vary and occasionally include evening and weekend programming/events).

Requirements

• 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

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Calendar Management - Advanced
• Financial Administration - Advanced
• Interpersonal Skills - Advanced
• Meeting Coordination - Advanced
• Office Procedures - Advanced
• Oral and Written Communications - Advanced
• Organizational Skills - Advanced
• Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Pay

Starting salary range: $28.27 - $49.62 hourly ($38,444 targeted; commensurate with experience).