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Job Req ID:  106577

Academic Services Assistant

We are seeking an Academic Services Assistant. The On-Campus Programs department at CTY is responsible for planning and executing day and residential academic summer programs at multiple locations. Staffing the programs is a joint effort between the On-Campus program full-time staff and CTY HR staff. Academic Services Assistants are responsible for working with CTY HR on tasks related to sourcing and onboarding site staff. This position will be responsible for assisting HR and On-Campus Programs staff with compliance tasks, and for handling tier-one communication with various constituents. They will for assist with critical operational tasks related to opening and closing sites, and  provide other general support on On-Campus site operations and department administration. The Academic Services Assistant work assignments will vary by season, more HR-focused in the fall and winter, and more operations-focused in the spring and summer. Academic Services Assistants have dual reporting to the Business Analyst in HR and the Assistant Director, Leadership, Administration and Operations, in On-Campus Programs. The supervisors work together to apportion tasks among Academic Services Assistant(s) and to ensure appropriate redundancy of knowledge and continuity of work processes through comprehensive cross-training.


Specific Duties & Responsibilities

  • On a daily basis, communicate with candidates, staff, parents, and students, via phone and email, including the email ticketing system Freshdesk, regarding frequently asked questions pertaining to the programs and the hiring and onboarding processes. Direct inquiries to the relevant contacts when appropriate. Complete high-volume sourcing tasks as assigned, in particular, conduct internet research as directed to secure email addresses for potential candidates, then compile addresses into spreadsheets for use by recruiters and hiring managers in On-Campus Programs and HR.
  • As requested, use SuccessFactors, SAP, Universal and other digital platforms to perform steps related to the application, hiring and onboarding processes for annual site hires and to ensure that candidates and hires move through each process in a timely fashion.
  • Regularly run reports to track the completion of hiring, onboarding, and compliance steps.
  • Sending onboarding communications as staff are hired.
  • Track staff progress through the onboarding process, following up with staff as needed to ensure timely completion of required onboarding activities.
  • Provide timely, effective troubleshooting and support to hires with questions difficulties completing steps of the onboarding process.
  • Log receipt of certifications (e.g., first aid certification) and other supporting documents into appropriate digital system of record.
  • As requested, assist CTY HR staff with any other processes related to supporting staffing of On-Campus Programs, including sourcing, background checks, onboarding, payroll, etc.
  • As needed, assist with tasks related to compliance.
  • Using provided reports, follow up with staff who have not completed their required trainings in MyLearning or other platforms.
  • Using provided reports, follow up with staff who have not submitted University-required vaccine documentation.
  • Audit completion of CTY staff medical forms and follow up with non-compliant staff.
  • Audit completion of Clery Crime Statistics reports and follow up with non-compliant staff.
  • Assist CTY HR staff with turning around high volume of summer paychecks; sort and ship via express mail in one business day.
  • Assist with tasks related to site logistics and operations.
  • As directed by the Site Logistics Administrator, and in collaboration with CTY Finance, handle task such as Inventorying, packing and mailing materials to program sites.
  • Creating student ID badges.
  • Aggregating rental vehicle, laptop, copier and bus service needs.
  • Purchasing mobile devices and setting up cellular service.
  • Inventorying and storing items returned from sites.
  • As directed by the Program Manager responsible for the student health program, assist with reviewing an assigned set of student health forms for completion.
  • Assist with tracking of and communication about student vaccine exception requests.
  • As directed by the Assistant Director for Leadership, Administration and Operations, Initiate and monitor the progress of travel and other expense reimbursements for both full-time and temporary summer staff (employee and non-employee reimbursements).
  • Sort and distribute departmental mail.
  • Assist with managing departmental records, both digital and print, according to CTY record retention protocols. Maintain active files. Prepare inactive files for transfer to permanent archives or long-term storage as appropriate, to include downloading records from various platforms. Request retrieval of records in long term storage as needed. Return records to storage when no longer needed.
  • Provide other general administrative support to the department. Complete ad hoc projects and tasks as assigned and as time permits, such as scheduling interviews, mailing items, and assembling training materials, or researching information to support projects (e.g., create a list of independent K-12 schools that offer affinity groups as part of their diversity initiatives.).
  • Degree of independent action performed on the job, moderately Supervised (overall objectives are given, supervisor and incumbent collaborate, moderate level of autonomy).
  • Internal and external contacts required as part of the job. Internal, Regular contact with department staff (Program Managers, Assistant Program Managers a Student Support Administrator, a Site Logistics Administrator, a Disabilities Services Administrator, and a Senior Director), regular contact with CTY HR, Finance, and Enrollment Services departments.
  • External, Regular contact with parents and summer staff candidates and hires (undergraduate students, graduate students, college and university faculty, public and private school teachers, and working professionals from around the world). Regular contact with parents of enrolled students and to a lesser degree of prospective students. Occasional contact with school officials.
  • Hybrid work schedule that varies seasonally. During peak times (June-September), there will be weeks that the incumbent will be required to work at CTY headquarters as often as daily, to handle logistical tasks involving physical items (e.g., packing and mailing materials to sites, unpacking and storing returned materials, creating ID badges, etc.). During non-peak times, the role will telecommute some or all days each week.


Special Knowledge, Skills & Abilities

  • Proficiency with MS Office applications.
  • Computer 95%, Telephone 5%.


Physical Requirements

  • Ability to access and transmit information using a computer.
  • Dexterity of hands to operate a computer keyboard, mouse pad and other office machinery, the incumbent will be required to communicate regularly via telephone, email, and possibly face-to-face with internal and external audiences and must be able to exchange accurate and timely information in these settings.
  • Ability to pack items into boxes and prepare the boxes for shipping.



Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Two years office/administrative experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

 

Classified Title: Academic Services Assistant 
Working Title: Academic Services Assistant   
Role/Level/Range: ATO 37.5/02/OD  
Min/Mid/Max Hourly Range: $15.70/ $21.65/ $27.55 (Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F/8:30-5:00 
Exempt Status: Non-Exempt 
Location: 02-MD:Mount Washington Campus 
Department name: 10000105-Campus Curriculum & Student Life 
Personnel area: Academic and Business Centers 

 

 

NOTE:

This hybrid position must be worked from Baltimore, MD

This position does not offer sponsorship

 

 

Please refer to the job description above to see which forms of equivalency may be permitted for this position. If permitted, equivalencies will follow these guidelines:


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 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.


The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

 

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

 

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

 

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

 

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

 

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.

 

Note: Job Postings are updated daily and remain online until filled.

Hybrid