Administrative Secretary

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted date
Dec 2, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Financial Affairs, Public Relations & Marketing (Campus)
Employment Level
Administrative
Employment Type
Full Time

OFFICE AND BLOOMBERG SCHOOL OVERVIEW

The Office of External Affairs encompasses three teams: 1) Communications and Marketing; 2) Development and Alumni Relations; and 3) Finance and Administration.

The Finance and Administration team provides business operations support and includes administrative, finance, development, project management, and special events staff who work collaboratively with colleagues in Communications and Marketing and Development and Alumni Relations.

As the #1 school of public health in the country and the oldest independent, degree-granting school of public health in the world, the Bloomberg School of Public Health offers unparalleled opportunities for mission-driven creative work at the highest levels.

GENERAL SUMMARY/ PURPOSE STATEMENT

Reporting directly to the Sr. Financial Analyst, this position serves as the initial phone and in-person contact with internal deans, faculty, staff, students, school guests, donors and vendors. This position provides general administrative support to the department.

SPECIFIC DUTIES AND RESPONSIBILITIES

  • Greet and direct visitors.
  • Answer and triage incoming telephone calls.
  • Maintain office & kitchen supply inventory.
  • Use SAP to order and distribute supplies to staff.
  • Sort and distribute mail, and packages from campus courier.
  • Receive and log contributions that come in via mail, or in-person delivery.
  • Deliver materials and packages to on-campus locations.
  • Maintain and order supplies for the department’s multi-function printer.
  • Coordinate service for office equipment including multi-function printer, and signature wheel.
  • Manage electronic inventory for basement supply room.
  • Update donor and alumni biographical information in ALADIN.
  • Submit travel and business expense reimbursements.
  • Coordinate IT, facilities, housekeeping and multimedia help tickets.
  • Assist with entering contributions into CPA for upload into ALADIN.
  • Assist Sr. Financial Analyst with monthly Purchasing card reconciliation.
  • Assist with small meeting/event set ups which consists of reserving room, ordering catering, and setting up meeting space.
  • Assist Sr. Financial Analyst with simple calendar management.
  • Provide administrative support for special projects, including but not limited to assisting with mail merges, stewardship packets, mailings or working in ALADIN/RM.
  • Provide high level professional customer service to internal and external constituents in representing the department.

MINIMUN QUALIFICATIONS (mandatory):

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

PREFERRED QUALIFICATIONS:

  • Bachelor’s degree preferred.

Special knowledge, skills, and abilities: Qualified candidate must possess strong organizational, time management, and problem solving skills and a solid attention to detail. Excellent written and oral communication skills and a professional demeanor are required for this position. Inter and intra-office communication and teamwork skills are critical. Qualified candidate must be a team player with the ability to work independently. This position also requires someone who has demonstrated ability to multi-task and to function in an extremely fast-paced environment.

Technical qualifications or specialized certifications:Candidates must be proficient using Microsoft Office suite of software and the ability to learn new software.

Any specific physical requirements for the job:Must be able to move around the campus to deliver materials, must be able to retrieve supplies and deliver to various locations on campus. Must be able to lift 20 lbs.

Supervisory responsibility:None.

Budget Authority:None.

Prepared by:Keri Barnes

Date: November 9, 2021

Classified Title:Administrative Secretary
Working Title: Administrative Secretary
Role/Level/Range: ATO 37.5/02/OD
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: M-F 8:30 am - 5:00 pm
Exempt Status: Non-Exempt
Location: 05-MD:School of Public Health
Department name: 10001027-Assoc Dean for External Affairs Off of
Personnel area: School of Public Health

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 atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

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.

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

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

School of Public Health - East Baltimore Campus


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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