Position serves as front-line provider of support and coordination for multiple programs and events held at the Washington DC Center of Advanced Academic Programs.
Note: Position is located in Washington, D.C.
Specific Duties & Responsibilities:
Provides front desk coverage to support all faculty, students, staff, and visitors.
Main point of contact for inquiries from external and internal sources and delivers working knowledge of AAP’s policies and procedures.
Checks and responds to AAP’s main telephone line and messages.
Works with Academic Program Coordinator (Administrative Services) on special projects and requests that support AAP programs and directors.
Provides information and schedules rooms and conference rooms for classes, events and meetings.
Monitors and assigns flex parking spaces.
Manages office keys for faculty and staff.
Orders desk copies for faculty; follows up on desk copy requests; notifies instructors of book arrival, and tracks/documents book ordering completion, ships books for online courses.
Orders and maintains office supplies.
Sorts and distributes mail, deliveries and deliveries from campus courier.
Makes event/announcement signage for visitors and students.
Helps with semester preparations (class schedules, mailboxes, semester related signs, 3-Site Schedule).
Submits JIRA help desk tickets and updates IT staff of daily activities.
Completes the I-9 process for newly hired faculty and staff.
Helps with office set-ups/moves, updates door signs, mailboxes, keys, and works with Telecom to reset phones and ID calling.
Tracks and monitors student emergency information for off-site courses.
Updates the faculty handbook for off-site courses.
Assists with new Student Orientation and Graduation.
Runs and maintains the J-Card System and issues J-Cards to students, faculty, and staff.
Maintains and tidies the kitchen & the front suite area.
Opens the front office area and shuts it off every Friday.
Reports repairs needed to building engineers – Submits Work Orders.
Other Duties as Assigned
Maintains the kitchen & lobby area
Assists administration with tasks
Arranges, monitors make-up exams and returns of the completed exams
Tracks faculty office hours
Assists with holiday events
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.
Bachelor's degree preferred.
Minimum of 2 yrs. of general office or administrative experience with solid customer service skills (preferably in an academic environment).
Special Knowledge, Skills, and Abilities:
Requires strong oral and written communications skills
Ability to work with multiple constituencies (students, faculty and staff)
Basic computer proficiency (Microsoft Word, Excel, PowerPoint)
Familiarity with Johns Hopkins technology systems (SAP, Ad Astra, JIRA, and ISIS)
Classified Title: Administrative Secretary Role/Level/Range: ATO 37.5/02/OD Starting Salary Range: $15.26 to $21.00 per hour Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: 01-DC:District of Columbia Department name: 60007955-AAP Administration 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 at email@example.com. 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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