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Job Req ID:  19677

Administrative Secretary

 

Purpose of Position:

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:

Performance Management:

  • 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.

 

Qualifications:

  • 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: 

  • Exchange Information:
    • Office of the Registrar– point of contact for forms for majors/minors; processing transfer credit evaluations
    • Dean’s List Letters-- Homewood Student Affairs, Student Employment– hiring student employees 
    • Office of Admissions
  • Advise/Consult and Exchange Information:
    • Incoming Freshmen
  • Negotiate/Influence: 
    • Office Supplies Vendors – Office Depot, Staples, Amazon


School Mission Statement and Core Values

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 jhurecruitment@jhu.edu. 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. 

 

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

 

Homewood Campus