Administratively support the Director of Finance and Administration. Exercise a high level of independent judgment in triaging requests and resolving issues for a variety of constituencies. Effectively communicate with academic and administrative leaders, faculty, students, and other staff, on behalf of the director.
Schedule appointments for the Director, anticipate and resolve schedule conflicts, arrange travel, and serve as point of contact for Director’s office. Organize meetings and prepare meeting materials. Manage task files and follow up daily on activities and projects, staying informed regarding all on-going projects for the Director.
Identify, research, and propose recommendations to improve efficiency and generate new approaches to solving BI operational challenges. Lead implementation of new initiatives and strategically anticipate and address issues with creative problem solving. Develop and organize policy and procedure manuals.
Prepare, approve, and/or serve as backup for financial transactions (purchase orders, online payments, purchase cards, transfers, and others). Reconcile assigned accounts on a monthly basis and identify/resolve financial discrepancies. Thoroughly analyze financial data and assist in the development of financial projections, non-sponsored budgets, and annual budgets.
Draft financial memos and reports, correspondence, and other documents on behalf of the Director for dissemination to a wide audience. Proofread and edit confidential and sensitive information, and prepare official documents for signature.
Design and maintain electronic and physical filing systems to include: filing, retrieval, storage, coding, updating, and destructions. Perform a complete catalogue and reorganization of extensive electronic filing system.
Develop, oversee, and plan for computer, software, and A/V purchasing, maintenance, and replacement including forecasting and budgeting. Coordinate IT services for new equipment, maintain/monitor inventory, and organize upgrades as needed. Participate in onboarding of new employees by arranging for equipment (computer, telephone, mail box, and desk space) and access (building and printer).
Coordinate key functional aspects of the Institute’s facilities and daily operations involving building, activities, equipment, and resources. Assist with building operations and work with Director to ensure building systems are working effectively and efficiently (including plumbing, HVAC, housekeeping, etc.). Manage building issues, some of which may be particular to historic/older buildings, and research/propose solutions. Independently identify, evaluate, negotiate, and contract with companies and contractors to complete facilities related work.
Create and maintain records tracking system for facilities preventative maintenance, life-cycle replacements, and other related issues as well as serve as the primary point of contact for employees reporting issues. Handle daily facilities requirements, including room set-up for courses and other activities.
Manage inventory of office supplies. As the procurement cardholder compile supply and other item requests and place orders utilizing cost-effective methods. Monitor receipt of items and organize invoices for payment and budget reconciliation.
Represent BI in internal (JHU) and external relationships with professionalism and diplomacy.
Handle special projects and other duties as required.
High School diploma required. Bachelor’s Degree preferred. Five years of progressively responsible relevant experience required. Additional education may substitute for experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits or 18 graduate degree credits may substitute for one year of experience; up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Special Knowledge, Skills, and Abilities:
Fluency with Microsoft Office (Word, Excel, Power Point, Outlook), SAP (preferred), and skilled in online research. Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software and university online systems.
Highly motivated self-starter with the ability to apply strong planning and project management skills to a range of program and administrative work/situations as needed with efficiency.
A demonstrated attention to detail and organizational skills are critical as the incumbent will be required to track and/or manage various projects and priorities simultaneously while maintaining a high degree of accuracy.
Proficient in upholding a high level of confidentiality through adherence to established protocols and guidelines.
Adept in effectively communicating through strong oral and writing skills. Experienced in writing and editing professional letters, reports, and documents.
Ability to efficiently collaborate within a team dynamic as well as interact skillfully and diplomatically with numerous constituents internally and externally.
Admin / business affairs
Baltimore , United States