We are seeking an Executive Assistant who will provide executive support for the Director of the Department of Anesthesiology & Critical Care Medicine. Work priorities are set by the Director, and work is organized around the needs of the Director, with a matrixed relationship to the Chief Administrative Officer (CAO). The Assistant to the Director will need to learn, understand, and be able to interpret Departmental, School of Medicine, and University policies for faculty and staff within the scope of position. They must be comfortable and able to speak for the Director in the Director’s absence on matters within the scope of the position. They must have the absolute confidence and trust of the Director and must regularly exercise independent judgment in a variety of arenas. This position is a senior administrative support position within the Department and as such must provide an outstanding example for the other administrative support staff. The position’s major responsibilities fall into three categories:

1. Administrative Management of the Director’s Office = 40%
2. Operations and Communication Management = 40 %
3. Project Management = 20%

The scope of the Director’s job and the size of the Department guarantees that this position has substantial and complex responsibilities. This position must manage the multiple facets of the Director’s office, balancing each aspect with precision and sensitivity as well as absolute discretion. A high level of discretion and strong Emotional Intelligence (EQ) is a must. This individual will be working with individuals throughout Johns Hopkins Medicine, including frequent contact with the Dean’s Office, School of Medicine office, and Johns Hopkins Medicine Executives. They must be able to independently manage projects of significant scope and complexity, while maintaining a smoothly running Director office. In addition, the Director’s office is the originator of Department communications designed to provide clarity, transparency and strategic direction to the Department. This individual must understand Departmental priorities and strategies and provide independent generation and/or final drafting of complex communications to the Department as well as other audiences of the Department. This individual is the first representative of the Director’s office and must have the ability to manage many situations that call for personal self-confidence and discretion. As the TITLE, this position will have tremendous responsibility and will be pivotal in carrying out the strategic and operational initiatives of the Director of the Department.

Specifically, this role will support the Department in the development and implementation of projects focused on advancing the JHM strategic priorities – People, Biomedical Discovery, Education, Patient- and Family-Centered Care, Integration, and Performance. The Executive Assistant is responsible for supporting the implementation, coordination, status reporting and stability of department-wide projects that have significant and direct impact on the strategic priorities and the clinical, fiscal, and administrative operations of the Department of Anesthesiology and Critical Care Medicine (ACCM).

Specific duties & responsibilities:

Administrative Management of Director’s Office = 40%

• Assist in electronic management of complex day-to-day schedule of the Director of APM. This includes arranging and managing travel schedule.
• Plan and manage complex meetings within and outside the Department. This includes duties such as developing meeting agendas, taking meeting minutes and turning around final meeting minutes.
• Understand the value and limitations of the Director’s time and prioritizes time demands accordingly; Adjusts and readjusts actions to fit changing priorities of the Director’s office.
• Set routine priorities independently and sees to satisfactory conclusion tasks and requests.
• Provide information management support by drafting, editing, finalizing and publishing public and confidential reports, correspondence and presentations on behalf of the Director in a timely manner.
• Review, distribute & dispose of physical & electronic communications with acumen, timeliness and accuracy.
• Prepare materials for meetings and assures that appropriate arrangements have been made for meetings.
• Manage faculty and personnel management processes that require Director signatures and/or tracking of documents.
• Organize file management & information retrieval systems.
• Work with other members of the team, including members of the faculty affairs team, to ensure the Director’s office is viewed in the highest possible light and the work of the Director’s office is completed in a timely, efficient and professional manner.
• Balance interests of all clients of the Director’s office and readily adjusts priorities to meet pressing and changing customer demands.
• Become increasingly expert at knowing who, how and when to loop in the appropriate people to solve issues; ensure the appropriate people/offices receive important communications.
• Coordinate travel for faculty candidates by scheduling transportation, reimbursing expenses, scheduling interviews, planning itineraries and hosting guests upon arrival.

Operations and Communication Management = 40%

• Displays superb contextual and strategic understanding of the priorities of the Director’s office and the Department & how these fit into the larger University.
• Exhibit excellent communication and interpersonal skills in many forms and contexts.
• Understand, interpret, and apply requirements, regulations and policies related to ACCM within the scope of the position.
• Relate and respond to questions, priorities, policies, and strategic direction and independently solves issues and problems within the scope of the position; knows when and to whom to escalate issues.
• Understand and independently apply the “Need to Know” policy, balancing the need to keep information confidential, yet keep work flowing smoothly.
• Skillfully use techniques to diffuse difficult situations; act as a calming influence in stressful situations.
• Act as confidential resource to the Director; successfully discerning between mission critical and trivial information.
• Communicate accurately, confidently, and skillfully in written or oral formats; apply appropriate etiquette to the communication situation.
• Independently manage all Director-initiated meetings (e.g., Chief’s meeting, Vice Directors meetings), including agenda management and active follow-through, production materials for meeting members, as well as high quality and timely summary of meetings. Attend and produce follow-up communications and action plans from these meetings.
• Under direction of Director and in collaboration with Administration, generate and produce high quality communication pieces published from the Director’s office, including but not limited to emails, website, Social Media (Twitter) accounts, etc. related to Director initiatives and communications of significance to faculty and staff.
• Help to develop and manage faculty events emanating from the Director’s Office, including but not limited to faculty retreats, faculty meetings in different formats (e.g., by rank, location or similar).
• Work with other team members to produce Director-directed special events (e.g., celebrations and other events of note); ensure special events remain within budget limits.
• Manages travel expenses per University policies and regulations.
• Manage online financial systems applicable to position within Department and University parameters, including the travel systems.
• Understand Director’s clinical, educational & research priorities.
• Successfully liaise with Department’s administrative and clinical staff.
• Understand and promote beneficial working relationships with faculty, trainees, and staff.
• Demonstrate ability to improve processes, while understanding and keeping department values and culture.
• Ensure all who need to know, receive timely and accurate information with respect to the Director’s schedule as necessary to successfully perform their duties.

Project Management = 20%

• Responsible for organizing and managing projects of significant size and scope for the Director’s office. Projects vary, but include independent organization and management of Department-wide programs and initiatives.
• Organize and manage projects for the Department and Director’s office.
• Oversee special events such as Department-wide lectureships that emanate from the Director’s Office.
• Work with Director to understand initiatives to be launched and managed from the Director’s office.
• Supports prioritizing and executing departmental space planning, facilities construction and renovation, and coordinating faculty and staff relocations. Ensures projects fall within scope and budget set by department.
• Provide management of these initiatives, understanding, coordinating and incorporating other Department resources as needed. Individual must have situational awareness in order to ensure effective collaboration and historical/existing resources for initiatives.
• Defines projects in collaboration with key stakeholders. Assembles appropriate project team and defines key tasks and deadlines necessary for execution of deliverable.
• Assembles comprehensive project plans and communicates project teamwork assignments. Executes necessary follow-up during implementation.
• Supports data collection to identify strategic and operational opportunities, monitor project outcomes, and closes projects with after-action reviews. Oversees implementation of strategic plan in partnership with Clinical Director, Department Administrator, and Sr. Project Administrator for Strategic Projects. Manages full project planning lifecycle of all strategic and operational ACCM projects (planning, initiating, implementing, monitoring and controlling, and closing).
• Adheres to established project management processes and methodologies to ensure projects are delivered on time, within budget, adhere to high quality standards and meet assigned expectations. Leverages project management tools (i.e. Gantt chart, project schedules, project portfolios) to update departmental and clinical leadership of project status or barriers to implementation. Closes projects with after-action reviews.
• Provides regular updates to Sr. Project Manager and Departmental Leadership on project progress using templates and project dashboard including: implementation and management of change in project scope to ensure completion of strategic priorities and evaluation and assessment of overall results of projects for efficacy and effectiveness.
• Special assignments as needed.

• Bachelor’s degree
• Five years’ experience providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
• Additional education may substitute for some experience, and additional experience may substitute for education to the extent permitted by the JHU equivalency formula.

Project Management experience or Professional (PMP) certification or equivalent preferred; Knowledge of medical trends and concerns; Process Improvement Training; Knowledge of external professional societies and organizations a plus; and Previous work in a healthcare environment, particularly an academic healthcare environment.

Special knowledge, skills, and abilities:

• Demonstrated practical project management experience.
• Knowledge of project management, strategic planning, and change management techniques and tools.
• Superb technical user of Microsoft Office Suite and other applicable software programs;
• Strong communication skills with customers, team, stakeholders, vendors, and external constituents.
• Service-focused mindset in supporting organizational faculty and staff.
• Knows executive-level business norms and processes.
• Contributes positively to a team and thrives in collaborative environment.
• Can set and adjust priorities as necessary; can work independently.
• Ability to work in matrixed relationships.
• Detail oriented with excellent written and verbal communication skills.
• Demonstrated project management, Lean Sigma, or other operational improvement experience in a clinical or healthcare environment preferred.

Classified Title: Executive Assistant 
Job Posting Title (Working Title): Executive Assistant   
Role/Level/Range: ATO 40/E/03/OG  
Starting Salary Range: $24.25 - $42.50 HRLY ($38.46/hour targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Mon-Fri with possible evening/weekend hours 
Exempt Status: Non-Exempt 
Location: School of Medicine - East Baltimore Campus 
Department name: 10002716-SOM Ane General Administration 
Personnel area: School of Medicine