Special Assistant to the Dean - 117330

Requisition ID: 117330

Special Assistant to the Dean

Reporting directly to the Dean, the Special Assistant to the Dean is the principal member of the Dean’s Office responsible for central coordination of all activities (planning, projects and administration). Working collaboratively with senior leadership, internal and external constituents, faculty, and staff, the incumbent supports the Dean as “trusted counsel” with a wide range of confidential, complex, and sensitive executive, advisory and strategic duties, leads and implements projects and initiatives, and manages the Dean’s office. In addition, this position advises the Dean and senior leadership on administrative, procedural and policy issues and evolving initiatives and projects across the school, as appropriate. This position requires a high level of independent decision making, using judgment, initiative and problem-solving skills to proactively address issues and support College leadership based on independent interpretation of the Dean’s objectives. This position serves as the primary administrator for the Office of the Dean.

The Peabody Institute of The Johns Hopkins University advances a dynamic, 21st-century model of performing arts training in pursuit of its mission: to elevate the human experience through leadership at the intersection of art and education. Through its Conservatory for undergraduate and graduate studies and the Preparatory, Baltimore’s largest community performing arts school, Peabody empowers musicians and dancers from diverse backgrounds to create and perform at the highest level.

General Duties & Responsibilities

• Provides exceptional leadership and effective management in all areas of staffing and personnel, administration, and project completion.
• Develops and sustains a support structure for the Dean, streamline workflows and communications and be involved in all scheduling and administrative processes for the Office. Manages the efficient and effective operations of the Office of the Dean; ensures the Dean receives high-level administrative support; streamlines workflows; anticipates emerging issues and offers solutions; independently interprets decisions and policies and communicates these to a broad and diverse audience as necessary. Coordinates activities and functions of the Dean’s Office with internal and external constituents.
• Provides leadership for a diverse set of complex and highly visible projects requiring close collaboration with and influence of other members of the institution to strategize, implement and move forward the strategic priorities of the Dean and the school. Acts as Dean’s delegate to effectively lead and manage project teams and committees (as necessary).
• Provides clear and effective written and verbal communication to a wide range of position levels from various institutions.
• Synthesizes information and proposals to ensure that the Dean not only receives necessary information but has a contextual analysis and understanding of various viewpoints to make a thoroughly informed decision.
• Ensures the Dean is thoroughly prepared for meetings and events including preparation of itineraries, agendas and presentations.
• Works closely with Dean and Dean’s Executive Team to ensure that final decisions are made in a timely manner and in accordance with deadlines.
• Represents Peabody to other University divisions as well as externally to community partners, government agencies, students and their parents, and the public as it relates to Dean’s/College initiatives and special projects.
• Serves as the primary administrator for the Peabody Advisory Board; plans and executes all aspects of their biannual meetings, requiring close collaborations with the Board and the Dean.
• Coordinates the preparation of various complex and sensitive communications for the Dean, including remarks, school-wide emails, presentations and reports for both internal and external audiences.
• Coordinates complex international and domestic travel for the Dean.
• Create meeting agendas; facilitate communications regarding the Dean’s initiatives and policies; serve as the liaison with the Dean and his leadership team to communicate the status of strategic initiatives.
• Develops processes and procedures to ensure maximum efficiency, high productivity and optimal constituent experiences.
• Takes initial meetings or returns correspondences, as appropriate, on behalf of the Dean.
• Organizes and leads ad hoc projects in support of the school’s mission.
• Performs other duties as assigned.
  
  
  

Knowledge, Skills And Abilities

• Excellent interpersonal and collaborative skills and excellent verbal and written communication skills.
• Ability to supervise and train assigned staff including organizing, prioritizing, and scheduling work assignments; foster a cooperative environment.
• Ability to interact effectively with a wide range of constituencies both within and outside the university and ability to adjust to changing environment essential.
• Ability to exercise the utmost confidentiality in every aspect.
• Ability to make administrative/procedural decisions and judgments; skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Extensive and detailed knowledge of university policies and procedures in all areas, including academia, budgetary, personnel and administrative. Knowledge of the application of these policies and procedures at all levels of administration.
• Must possess the ability to adjust rapidly and effectively in a constantly changing job environment.
• Ability to proactively identify administrative and financial issues of importance.
• Ability to analyze information and to draw conclusions, perform complex tasks and to prioritize multiple projects, make administrative/procedural decisions and judgments.
• Ability to organize, delegate and establish meaningful goals.
• Ability to develop and maintain recordkeeping systems and procedures; plan, organize, implement, evaluate, and modify administrative support needs; interpret, adapt, and apply guidelines and procedures.
• Ability to think, reason, and make sound judgments.
• Strategic planning skills. Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Ability to plan, develop and maintain complex budgets in a multi-faceted higher education setting. Ability to analyze and interpret budgetary expenditures and financial data.
• Ability to communicate effectively and to work with a wide range of constituencies in a diverse community.
• Ability to lead organization structure, workflow and operating protocols.
  
  
  

Minimum Qualifications

• Bachelor’s degree required.
• Minimum 10 years of progressively responsible and relevant work experience.
• Additional education may substitute for require experience to the extent permitted by the JHU equivalency formula.
  
  
  

Preferred Qualifications

• Prior experience in a leadership role.
  
  
  

Classified Title: Operations Project Manager

Job Posting Title (Working Title): Special Assistant to the Dean

Role/Level/Range: ATP/04/PF

Starting Salary Range: $85,500 - $149,800 Annually ($120,000 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: 37.5 hrs per week

FLSA Status: Exempt

Location: Peabody Institute

Department name: Peabody Institute

Personnel area: Peabody

Total Rewards

The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants Completing Studies

Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements

Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Peabody Institute