We are seeking an Administrative Specialist to work under the Co-Directors of the Ludwig Cancer Center. This is a high-level position that entails independent management of projects, as well as the development and maintenance of positive working relationships internal and external to the school, the University, the Hospital, and with all those they personally come in contact with, such as,

• Representatives from our major funding agencies (including the Howard Hughes Medical Institute, the Ludwig Center for Cancer Research, the Lustgarten Center for Pancreatic Cancer Research, the Basic Cancer Research Foundation, other private philanthropic foundations, and the NIH).
• Representatives from the industrial organizations we closely work with, including Exact Sciences, Quest Diagnostics, CLASP Therapeutics, CAGE Therapeutics, and many others. Some of these organizations are very large companies that have extensive and complex administrative and legal hierarchies.
• University personnel, including those in the JHTV, purchasing, HR, grant administration, IRB, various committees, various training programs, Dean’s offices, and several others.
• Faculty, staff, students, applicants, as well as patients.

The Administrative Specialist will exercise independent judgment in the resolution of administrative problems. This position requires attention to detail, flexibility, excellent computer skills, a high level of independent thinking, and the ability to thrive in a fast-paced environment. Will work closely with our administration and finance teams to carry out the administrative tasks necessary for smooth operation of grants and projects. The position is expected to maintain a high degree of professionalism and trust on the telephone, in person, on Zoom and via electronic communication. The selected candidate must be able to prioritize and multitask based on changing needs and deadlines and interpret operating policies of the University.  In addition, position requires exceptional organizational skills, discretion, and the ability to manage complex administrative tasks with the highest degree of professionalism. Effectively dealing with the C-suite officers of multi-billion dollar companies requires considerable tact and experience. Navigating the numerous challenges that confront academic-industrial relationships, such as those we face, requires considerable experience and expertise, which can only be gained through working in the industry.

Specific Duties & Responsibilities

• Serves as the lead project person who oversees various projects and takes on non-routine projects that require coordinating between various departments and organizations (i.e., JHTV, HHMI, NIH, Exact, SOM), requiring a broad understanding of the complexity of issues needed for negotiating from start to completion, in addition to providing superior management of the day-to-day operations.
• Proficient in maintaining multiple and complex office calendars and scheduling appointments and meetings with lab staff, university faculty, students, media, external professionals from major funding agencies and companies, and various university administrators and professionals.
• Competent in managing multiple, complicated budgets, reconciling travel and expense reimbursements, as well as invoices and other financial records.
• Responsible for all correspondence to and from the various funding agencies and within the SOM and JHU.
• Skilled at handling confidential material with the utmost discretion.
• Creates and maintains the Center’s website, digital signage, and all external messaging.
• Coordinates travel to funding agency events.
• Demonstrated experience with overseeing the procurement of supplies and equipment.
• Supervises office assistant, lab manager, and other support staff.
• Liaisons with the JHU Office of Public Affairs, Development, and Technology Ventures.
• Responsible for coordinating sponsored research proposals, annual reporting and grant renewals.
• Superior interpersonal, verbal, and written communication skills: ability to communicate in a highly professional manner, succinctly, and effectively at all institutional levels.
• Assists with special event planning for the Ludwig Program.
• Maintains CV and biosketches for faculty members.

Special Knowledge, Skills & Abilities

• Excellent communication, presentation, and interpersonal skills required. Ability to express ideas clearly and logically and undertake independent problem solving.
• Ability to interact with diverse groups of people within the institution and from outside agencies.
• Ability to organize and manage multiple competing priorities and to meet deadlines.
• Knowledge of approaches and methods for performance improvement.
• Ability to multitask and build consensus within a complex and diverse organizational structure.
• Possesses strong networking skills to work with outside agencies, advocacy groups, and other related organizations.
• Ability to successfully problem-solve challenges as they arise.
• Ability to create and develop programs utilizing project management skills.

• Bachelor's Degree.
• Five years in providing high level expertise.
• Additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Specialist 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,800 - $94,400 Annually ($74,100 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F/8:30-5:00 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM Onc Cancer Genetics & Epigenetics  
Personnel area: School of Medicine