Administrative & Project Specialist (2024)

The Tobacconomics team is seeking an Administrative & Project Specialist to support the team in day-to-day operations. This position will monitor and complete purchases, process routine financial transactions, process travel reimbursem*nts, and enter basic financial data into university systems. The specialist must be organized, professional, and comfortable working independently.

Specific Duties & Responsibilities

  • Support Project Administrator and Tobacconomics team in day-to-day operations of large-scale research project with international focus. Work closely with Project Administrator to assess project needs, create workplan, and execute in a timely fashion.
  • Facilitate subaward logistics in SWiFT as assigned by Project Administrator; may also include the creation of purchase order, payment of invoices, and correspondence with subaward contacts needed.
  • Facilitate complex agreements as assigned by Project Administrator, including master consulting agreements, independent contractor agreements, and other arrangements of a similar complexity.
  • Responsible for processing independent contractors for the team based on project needs.
  • Process PO and non-PO invoices in a timely and accurate manner.
  • Track documents from creation to payment and trouble shoot any problems that may occur.
  • Manage all domestic and international travel arrangements and itineraries. Process Concur reimbursem*nts prior to and after travel, and local travel reimbursem*nts in accordance with JHU and Federal Guidelines.
  • Process shopping carts in SAP, track purchasing orders, create good receipts and ensure that staff and faculty receive goods that they have ordered.
  • Create new vendors in SAP.
  • Serve as liaison between the Tobacconomics team and University departments such as Procurement, Accounts Payable, and other areas.
  • Additional duties as assigned.

Additional Knowledge, Skills & Abilities

  • General knowledge of accounting and budgeting theory and practices preferred. General knowledge and understanding of The Johns Hopkins University accounting system and related fiscal offices required.
  • Ability to manage competing priorities and work in a complex, fast-paced, demanding environment.
  • Experience with SAP, Concur, SWiFT, Zoom, and Microsoft teams preferred.
  • Very strong organizational skills, analytical and problem-solving abilities, and attention to detail.
  • Ability to maintain confidentiality.
  • Ability to prioritize own work as needed.
  • Work constructively as part of a team.

Minimum Qualifications

  • 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
Job Posting Title (Working Title):Administrative & Project Specialist
Role/Level/Range: ATP/03/PC
Starting Salary Range: $53,300 - $93,500 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 9 am – 5 pm
Exempt Status:Exempt
Department name: HBS- IGTC-Internat'l Glbl Tobacco Cntrl
Personnel area: School of Public Health

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:

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.

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.

EEOis the Law:

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 For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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. For additional information, applicants for SOM positions should visit all other JHU applicants should visit

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.

Administrative & Project Specialist (2024)


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