Classified Title: Academic Services Specialist Working Title: Baltimore Summer Intensive Site Manager Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $21.00 per hour Employee group: Casual / On Call Schedule: Hours vary but typically average 30-40+ hrs a week beginning 6/19/2019 and ending 8/23/2019 Exempt Status: Non-Exempt Location: 46-MD:JH at Harbor East Department name: 60000051-Student Services Personnel area: Carey Business School
The candidate will be joining a high-functioning and collaborative team and will be expected to contribute to its values of respect, integrity, dependability, engagement, personal motivation, entrepreneurship, and, dedication to excellence and student success. High degree of self-motivation and engagement is the norm.
The Site Manager's primary responsibility is to assist the Summer Intensive Administrator and Carey staff in all aspects of planning and the day-to-day operations of the program and Group Leaders on their respective campus. Due to the nature and time frame of the program, candidate must be a self-starter and immediate contributions to the program are expected and required. The Site Manager is the central figure in providing a friendly, organized, and professional environment that is necessary for everyone else to do their jobs successfully. The Site Manager meets daily with Group Leaders. Additionally, this position is customer service oriented while interacting with students, faculty, staff, and vendors.
Site Managers may be asked to assist with presenting specific assigned material to program participants. In preparation for the summer program, creating and maintaining spreadsheets, creating and printing documents, preparing and leading sessions during Group Leader Training, and other duties as assigned are required. The Site Manager is expected to solve problems, manage situations when they arise, and serve as the point of contact for program inquiries at their respective site. Site Managers will assist with program wrap-up and assessment.
The Summer Intensive is a concentrated course of study to help incoming Carey Business School international graduate students adjust to American life and culture. Daily practice in writing and speaking English in a variety of contexts helps international students prepare for the academic, professional, and social challenges they will face.
Training and Employment dates: June 19– August 23, 2019
Saturday, August 3rd is required.
NOTE: This position is non-student facing, primarily administrative and very task-oriented. Housing is not provided.
Please do NOT apply for both Washington, D.C. and Baltimore. Only apply to the campus in which you wish to work. If you prefer to work in Washington, DC apply for Req. #13610
Specific Duties & Responsibilities:
Create and print lists, spreadsheets, name tags, table tents, labels, and other documents from the master file.
Work in conjunction with the Summer Intensive Administrator and Carey staff to contact local and online vendors, order program supplies and food, and/or verify details for delivery and payment.
Assist Summer Intensive administrators in setting up the office and planning SI events including but not limited to staff training and optional events.
Create an “originals” binder and electronic folder for the office that includes forms to be used in the office by the staff for supplies, campus visit/visitor forms, etc. Maintain this binder and folder in a designated area of the office.
Attend staff meetings as requested by SI administrators.
Communicate pre-program information to Group Leaders.
With the SI administrator, create a coverage schedule and track Group Leader hours.
Enter student and staff data into a computer database and create and print lists, spreadsheets, and individual check-in sheets or labels from the database as needed.
Work together as a team, keeping overall program goals in sight while managing a range of details.
Help set the appropriate tone for the Group Leaders and students, as described by Carey administrators.
Anticipate and prevent potential problems.
Troubleshoot problems as necessary.
Communicate promptly, clearly, and sensitively with other administrators, staff, and students.
Represent the philosophy and policies of SI in a manner that fosters cooperation and respect among summer staff, students, and full-time Summer Intensive staff throughout the program.
Create a sense of community among Group Leaders.
Assist with lunch, activities, and opt-in trips as necessary.
Consult with SI administrators each day regarding your workload and schedule. In addition to performing assigned tasks, provide assistance by taking initiative on general office tasks.
Provide assistance in all aspects of the program as requested by Summer Intensive administrators. This typically includes: office duties, supply runs, and filling in when a Group Leader is absent due to illness or other extenuating circumstances.
Assist program staff with working with the day-to-day needs of the program. This may include scheduling rooms for academic and non-academic activities, making arrangements for food delivery, and making arrangements for travel and guest accommodations.
Advise the administrator of any disciplinary, emotional, or academic problems a student or Group Leader may be having as soon as you are aware of the issue.
Keep documentation of all invoices, and food orders throughout the program
Post – Program:
Assist with the culmination of the program, including inventorying, boxing, storing, and returning materials to their appropriate location.
Save and organize program pictures.
Write reviews of food orders and activities and make recommendations for future programs.
Create and submit an end-of-session site report.
Other duties as assigned.
Note: This position is not benefits eligible.
Minimum Qualifications (Mandatory):
High School Diploma/GED. Bachelor’s degree preferred. Three years administrative/academic related experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula. Experience with international college students preferred.
Strong organizational skills and exceptional attention to detail
Strong interpersonal skills and a professional demeanor
Excellent work ethic with focus on timely and quality work
Experience working in a fast paced office environment
Demonstrated flexibility in a workplace
Advanced proficiency with MS Word and MS Excel (use of mail-merges required)
Experience leading and/or facilitating groups and/or workshops, and/or experience teaching is preferred
Comfortable speaking in front of a large group
Ability and experience in drafting/writing print materials and other event/business-related communication material
Willingness and ability to work extended hours and work weekends as needed
Previous experience working with international college students
Work or educational background in Intercultural Communication is preferred
Demonstrated ability to be open, flexible, positive and withhold judgment
Excellent communication skills (ability to communicate clearly, concisely, and frequently)
Ability to motivate others
Ability to handle multiple priorities/tasks
Calm and controlled under pressure
Reliable and punctual
Must be able to lift up to 25 lbs.
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 firstname.lastname@example.org. 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.
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.