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Administrative Secretary

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Dec 8, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Academic Advising & Academic Support Services
Employment Level
Administrative
Employment Type
Full Time
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The Office of Academic Advising in the Krieger School of Arts and Sciences seeks anAdministrative Secretary to serve as the first point of contact for the office. TheAdministrative Secretaryoversees all aspects of the reception and scheduling operations for the office, answers main phone line, monitors and responds to emails from multiple office accounts and greets all visitors.The successful candidate will be proficient in the Microsoft suite of software.They areexpected to maintain a high degree of professionalism and must be able to prioritize and multitask based on changing needs and deadlines. It is essential that the Administrative Secretary be able to work independently and be detailed orientated.

This position requires an in-office presence for each weekday and is not eligible to participate in a remote work schedule.

Specific Duties & Responsibilities:

  • Maintain front desk and Conference Room/Zoom account reservation calendars Occasionally assist with scheduling appointments between students and academic advisors, as well as the Directors of Academic Support Programs
  • Assist Assistant Dean with scheduling meetings and maintaining calendar to avoid double booking
  • Maintain tracking of advisors’ advisee numbers per academic year and manually assign advisees as needed in late summer and throughout academic year
  • Screen and triage incoming phone calls, visitors, mail and multiple email accounts; respond to or refer as appropriate
  • Serve as first point of contact for students arriving for in-person or virtual meetings with advisors, be it a scheduled appointment or during Drop-In hours
  • Respond to routine requests for information by providing guidance and direction
  • Maintain inventory and order office supplies as needed, and assist with facilities request submissions when necessary
  • Process Dean’s List Letters In conjunction with the Office of the Registrar:
  • Oversee Dean’s List Letter mass mailing for Spring and Fall Semesters
  • Contact Post Office prior to mailing for bins and costs associated with mailing
  • Update webpages on a regular basis throughout academic year to ensure the most up-to-date information is provided to website visitors
  • Serve as administrative point-of-contact for summer Peer Advisors and assist with first advisor meetings for incoming First Year and Transfer Students
  • Maintain, and create content when necessary, Receptionist handbook, Student Worker Handbook and other instructional materials as needed
  • Assist with event planning such as PBK Honor society celebration
  • Assist with transfer credit evaluation requests and materials tracking
  • Coordinate purchasing functions for Office of Academic Advising, working with the JHU Purchasing Department, Accounts Receivable and Payable Divisions and external vendors
  • Serve as a back-up admin support on projects such as junior clearance
  • Interview, train and supervise student employees
  • Serve as point-of-contact for all aspects of hiring for student employees, including maintaining positions in SAP
  • Process all hire paperwork in SAP and JH Enterprise
  • Provide instruction on, and oversee, projects given to student employees to ensure timely and accurate completion
  • Minimum 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*

    * JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.

    Preferred Qualifications:

    • Administrative support experience in an office setting, including maintaining multiple calendars, maintaining a filing system, and working with confidential materials
    • Experience working in higher education in either a student-facing or data management position
    • Experience managing student employees, creating shift schedules and providing constructive feedback
    • Database entry experience, including proficiency in Excel and ability to use Microsoft Forms to create forms linked to database and experience with OnBase desired
    • Knowledge of SAP, as well as, knowledge of JHU administrative policies and procedures

    Special Knowledge, Skills & Abilities:

    • Extreme attention to detail, excellent computer skills, a high level of independent thinking and ability to think creatively, and the ability to self-prioritize completion of multiple responsibilities
    • Exceptional oral, written and interpersonal communication skills
    • Demonstrated organizational skills with proven ability or prioritize workload
    • Ability to work independently as well as collaboratively as part of a team
    • Ability to work effectively with faculty, staff and students from a variety of diverse backgrounds
    • Ability to remain calm and respond quickly to changing needs and to balance competing responsibilities
    • Excellent computer literacy, word processing and spreadsheet skills
    • Database entry experience preferred, including proficiency in Excel, ability to use Microsoft Forms to create forms linked to database and experience with OnBase desired
    • Knowledge of SAP preferred, as well as, knowledge of JHU administrative policies and procedures

    Level of Individual Decision Making:

    • Moderate

    Physical Requirements:

    • Must be able to sit at a computer for up-to 7.5 hours per workday with periodic breaks
    • Must be able to lift up-to 10lbs
    • Must be able to carry box/es and walk simultaneously

    Supervisory Responsibility:

    • 4-6 student employees

    Budget Authority:

    • Staff member will not be managing program budget

    Classified Title: Administrative Secretary
    Role/Level/Range: ATO 37.5/02/OD
    Starting Salary Range: $15.41 - $21.21/hr (commensurate with experience)
    Employee group: Full Time
    Schedule: M-F/7.5 hrs per day
    Exempt Status: Non-Exempt
    Location: ​​​​​​​Homewood Campus
    Department name: Academic Advising
    Personnel area: School of Arts & Sciences

    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

    Homewood 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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