Serves as the first point of contact for the Office of Academic Advising. Oversees all aspects of the reception and scheduling operations for the office, answers main phone line and greets all visitors.
Essential Duties & Responsibilities:
Hire, supervise and train 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
Administrative Office Support:
Schedule student appointments for nine academic advisors, the Assistant Dean as well as the Directors of Academic Support Programs.
Maintain daily calendars of advisors and front desk and assist with calendaring for the Assistant Dean and Directors.
Coordinate purchasing functions for Office of Academic Advising, working with the JHU Purchasing Department, Accounts Receivable and Payable Divisions and external vendors.
Screen and triage incoming phone calls, visitors, mail and email; respond or refer as appropriate.
Respond to routine requests for information by providing guidance and direction.
Maintain inventory and order office supplies as needed.
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.
Assists with event planning and other projects.
Other duties as assigned.
High School diploma or GED required.
Two years related experience required.
Administrative support experience in an office setting, including maintaining multiple calendars, maintaining a filing system, and working with confidential materials preferred.
Some college work preferred to assure work competence and familiarity with an academic environment.
Additional education can be substituted for experience based on JHU’s equivalency formula.
Knowledge and Skill:
Exceptional oral, written and interpersonal communication skills.
Demonstrated organizational skills with proven ability or prioritize workload.
Strong attention to detail and accuracy.
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.
Knowledge of SAP preferred as well as knowledge of JHU administrative policies and procedures.
Database skills, including experience with FileMaker and/or OnBase desired.
Internal and External Contacts:
Office of the Registrar– point of contact for forms for majors/minors; processing transfer credit evaluations
The mission of the Zanvyl Krieger School of Arts and Sciences is discovery—the creation of new knowledge through research and scholarship, and the education of our students, undergraduate and graduate alike, through immersion in this collaborative process. The school’s unique character above all derives from its commitment to choose carefully what is worth pursuing and to do so without compromise.
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, 8:00 a.m. to 4:30 p.m. Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001401-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 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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
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.