We are seeking a Deputy Assistant Secretary Board of Trustees who will work independently to provide high-level support to the Assistant Secretary and Secretary of the Board of Trustees and to the Board of Trustees. The Deputy Assistant Secretary acts as a resource for colleagues throughout the institution, and as a professional representative of Office of the Board of Trustees, the candidate will be a detail-oriented team player who is committed to responsiveness and customer service. The Deputy Assistant Secretary will deal regularly with highly sensitive, privileged and confidential subject matter. This position is fast paced and high profile and requires a high degree of tact, confidentiality and critical thinking.
Specific Duties & Responsibilities
Board Meeting Execution – 50%
Assist the Secretary and Assistant Secretary in the development of committee summaries and committee meeting minutes.
Track meeting materials and assist in posting Board meeting materials in advance of each meeting to an online board portal.
Coordinate with the Board Manager and Senior Admin Coordinator, on the scheduling of as needed Trustee meetings, on behalf of the Chair, President, Secretary and Assistant Secretary.
Assist the Assistant Secretary in archiving of Board materials, including meeting materials, supporting documentation, and other permanent records.
Ensure smooth running of board meetings and troubleshoot when necessary.
Special Projects – 20%
Including for Diverse Names and Narratives, work with the Secretary and other members of the Board Office team, on special projects, as needed.
For Diverse Names and Narratives, oversee the management of materials with archivists, as well as meeting planning and execution, for approval by the Secretary (or Assistant Secretary).
Special Events, Commencement & Convocation – 20%
Along with the Secretary, Assistant Secretary, and Manager, work with University Events on the planning of Commencement and Convocation, as well as other special events related to the Board of Trustees.
University Citizenry – 10%
Answer questions, as necessary, related to the Board of Trustees, including ensuring outside inquiries are responded to in a timely manner.
Ensure Trustee or Visitor requests are handled appropriately and in a timely manner.
Develop institutional relationships; collaborate and liaise extensively with a variety of individuals on different matters central to Office's area(s) of responsibility.
Interface with key leadership and leadership offices across the University and Health System. Responsible for efficient collaboration/coordination among different departments/units.
Anticipate and problem-solve issues and concerns impacting the Office of the Board of Trustees, participate in priority setting with members of the Leadership team's management staff as required.
Recommend operational processes and workflows.
Responsible for answering questions, providing guidance, and disseminating information as directed by the Secretary or Assistant Secretary.
Additional Knowledge, Skills & Attributes
Excellent and proven written and verbal communication skills.
Excellent and proven judgment.
Discretion for confidential information.
Proven ability to manage multiple and/or competing priorities, tolerant of shifting priorities and product version iteration.
High level of attention to detail.
Team player committed to responsiveness.
Excellent customer service and calming organizational skills.
Past experience working in higher education, preferred.
Experience with Diligent a plus.
Ten years' experience demonstrating progressive responsibilities on a wide variety of projects and special assignments.
Additional education may substitute for required experience and additional related experience may substitute for required education to the extent permitted by the JHU equivalency formula.
Classified Title: Assistant Secretary Board of Trustees Working Title: Deputy Assistant Secretary Board of Trustees Role/Level/Range: ATP/04/PD Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: Monday-Friday, 8:30 am - 5:00 pm Exempt Status: Exempt Location: Homewood Campus Department name: Sec to the Board of Trustees Off of Personnel area: University Administration
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/
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 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.
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.
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.
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