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Academic Service Specialist

Employer: Johns Hopkins University
Location: District of Columbia, United States
Salary: Salary Not Specified
Date posted: May 18, 2023

Position Type: Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Type: Full Time

We are seeking an Academic Service Specialist who will be the coordinator for administrative functions for the Office of Global Careers. The candidate will provide information and advise students and alumni on available career resources. The Specialist is the key office contact for the Handshake platform (including on-campus recruiting functions), event planning/software, budget and administrative processes. The candidate maintains databases tracking student, employer, and alumni information and statistics on office engagement and program attendance.

*The Academic Service Specialist will also provide general administrative support as needed.

Specific Duties & Responsibilities

Partners with Johns Hopkins University Hopkins Connect team to oversee the SAIS Long term Mentoring program that pairs current SAIS students to SAIS Alumni to form mentee-mentor relationships.

Oversee internal and external communications for the Global Careers Office to ensure consistency in messaging and branding. Work with student assistants to draft and circulate the Global Careers Weekly newsletter.
Manage the SAIS Summer Internship Fund (SIF).
Consult with SAIS Academic Affairs and Business Office leadership to establish policies and criteria for eligible applicants; with Operations and Development regarding available funding; with Academic Departments regarding concentration awards; and with Student Life regarding travel procedures.
Create all documents required for application and upload materials to Handshake. Create Google documents to track applications.
Hold information sessions on SIF and promote the program in Handshake and in the Global Careers Weekly email. Process all Washington and HNC applications and send award letters.
Determine award amounts and funding sources for SIF recipients. Work with SAIS payroll regarding payout procedures.
Ensure students meet SIF completion requirements.
Oversee the collection of summer internship evaluations and prepare an annual Summer Internship report, posted to Handshake.
Become Handshake “power user” to train staff and student workers; maintain registration and update of all students and alumni using Handshake (online job and employer database).

Train and supervise student workers on posting jobs, develops weekly work schedules and monitors completion of special projects.

Assist with Global Careers budget, including online payment requests, SAP, Concur, billing and managing subscriptions. Maintain and use procurement card for Office of Global Careers.

Assist with Online Professional Development Course (PDC) in Canvas, adding new students, tracking and summarizing data coordinating content updates with GC coaching team.
Assist in coordination of career events including room reservations in 25Live, coordination with SAIS Events team, communication with participants, coordination of employer attendance, catering orders, and tracking Zoom login and attendance.
Assist in coordination of career treks including student registration, resume collections, and communications.

Supporting Professional Skills Course (PSC) logistics when needed.

Research and identify competitive fellowship opportunities.

Manage incoming students uploads for SAIS DC, SAIS Europe, and Hopkins-Nanjing Center campuses each semester.

Perform other duties as assigned.

Special Knowledge, Skills, & Abilities

Experience with career services and Handshake platform (preferred).
Effective ability to listen to student and alumni concerns, evaluate needs and refer clients to appropriate resources in a professional manner.
Sensitivity working with diverse student populations.
Ability to multitask, deal with a variety of projects effectively.
Strong organizational skills with good attention to detail.
Well-developed customer service skills in interfacing with employers and alumni.
Oral and written communication skills.
Database management skills and knowledge of Microsoft Office.

Degree of Independent Action Performed

Decisions on mentorship and mentee pairings.
Decisions in referring students and alumni to specific counselors or other resources in Global Careers.
Decisions in managing student workers’ schedules and making recommendations on work priorities.
Decision on when to order office supplies and quantity needed.
Recommendations on publications design.

Minimum Qualifications

High School Diploma/GED.
Three years administrative/academic related experience.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

Computer & Other Special Needs for Position.
Computer – 80%; Phones – 15% and Copier – 5%.
Proficiency with Windows, Microsoft Office Suite.
Good computer keyboard skills; and web page development experience.
Working knowledge of Handshake, Canvas, Canva social media platforms and Mail Chimp software would be a plus.

Classified Title: Academic Service Specialist
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.95-$25.30-$32.60 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 8:30 AM- 5:00 PM
Exempt Status: Non-Exempt
Location: Hybrid/District of Columbia
Department name: Global Careers
Personnel area: SAIS

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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, theJHU 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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 atjhurecruitment@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 visitaccessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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 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 on 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.

Note: Job Postings are updated daily and remain online until filled.

The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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