The Neurology Department is seeking an Administrative Secretary who will perform general secretarial and administrative duties such as composing and typing complex correspondence, relaying confidential information, gathering and compiling information to develop reports, maintaining departmental files, assisting in maintaining and monitoring departmental budgets. This role receives visitors and telephone calls.
Specific Duties & Responsibilities:
Performs Typing and PC Functions
Initiates, composes, types, proofs and edits complex correspondence, forms, charts, reports, etc from a variety of sources.
Gathers and compiles data to develop complex statistical and administrative reports.
Management of Office Operations
Processes variety of forms, documents and office supplies such as, time sheets, work orders, invoices, expenditures for office supplies.
Maintains office supplies within acceptable par levels as established by department.
Maintains record-keeping system; files and retrieves documents.
Arranges meetings and makes travel arrangements.
Receives, reviews, and distributes mail.
Monitors Operational Budget
Monitors office budgets and other accounts.
Responds to general inquiries concerning department/unit activities and operations by relating or referring to established policies and procedures
Coordination of Clerical Workflow
May oversee and/or delegate work to other clerical support staff.
Minimum Qualifications (Required):
High School Diploma/GED,
Two(2) years related experience,
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.
Special Knowledge, Skills & Abilities:
Requires knowledge of standard PC word processing, spreadsheet and graphics applications,
Requires extensive knowledge of business and/or medical terminology,
Must have interpersonal skills necessary to handle sensitive and confidential situations, including poise, tact and diplomacy, and to interact with diverse groups of people within the Institution and from outside agencies,
Requires keyboard skills at the equivalent of 65 WPM,
Requires math skills appropriate to understand and perform basic budget and spreadsheet functions,
Requires an excellent command of English grammar and spelling usage,
Must operate standard office machines and equipment such as calculators, typewriters, word processors, photocopiers, dictation transcription, PC, general office and communications equipment.
Orders supplies and equipment within departmental budget.
May monitor department/cost center operational budget.
Organizes and prioritizes work to meet changing priorities.
Makes decisions regarding work processes based upon established guidelines.
May assign work to others and/or provide guidance and direction to others.
Analytical ability is required in order to complete tasks assigned, gather and interpret data from different sources, and resolve problems
Must be able to use and understand Hospital/University forms, requisitions, purchase orders, etc.
Must understand budget reports and related detail.
Works in a normal office environment where there are limited physical discomforts due to temperature, noise, dust, etc.
Work requires attention to detail and requires mental/visual acuity.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the required education on the same basis. 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.
Classified Title: Administrative Secretary Role/Level/Range: ATO 40/E/02/OD Starting Hourly Pay Rate Range: $15.41 - $21.21/hr (commensurate with experience) Employee group: Part-time Schedule: 8 hrs/day, 3 days/week (24 hrs per week) Exempt Status: Non-Exempt Location: School of Medicine Campus Department name: SOM Neuro Neuromuscular Personnel area: School of Medicine
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.
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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