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Requisition ID:  118461

Rights & Permissions Office Assistant

Johns Hopkins University Press is seeking a part-time Office Assistant who will be responsible for administrative support for the Rights & Permissions Department at Johns Hopkins University Press. The Office Assistant will join a team of exceptional professionals committed to bringing the benefits of discovery to the world by providing global access, impact, and influence for the scholarship that we publish and distribute. This position will help to ensure that the Press is a leader in selecting and developing innovative ideas and scholarship, creating and embracing transformative technologies to enhance discovery and learning, and connecting people to the most trusted knowledge from global researchers, scholars, and educators.


This position supports the Copyright and Permissions Department for all Books and Journals published by the press. It provides key administrative support that is integral to the copyright registration process. The position also involves tracking, recording and posting revenue for the department. Responsibilities also include maintaining the press library and other vital administrative tasks. This position reports to the Rights Manager.


The Press is committed to honoring every person’s inherent dignity as human beings and making that the foundation of our organizational culture. We proactively find ways to ensure opportunities that promote diversity, equity, inclusion, and access. We strive to publish courageously, giving voice to groundbreaking ideas. We support each other and our stakeholders and envision a future where knowledge enriches the life of every person. The successful candidate will join a welcoming community that is inclusive and values the contributions and perspectives of individuals from all backgrounds.


The starting salary range for this position is $15.70 to $20.50. Actual salary is based on factors such as work experience, market conditions, education/training, skill level, and

geographic location.


Specific Duties & Responsibilities

  • Maintain calendar and schedule appointments and meetings.
  • Complete various request forms for office supplies and equipment.
  • Assist with preparing correspondence.
  • Type, edit, format, and proof materials and/or communications.
  • Maintain paper and electronic files and perform data entry.
  • Open, sort and screen mail.
  • Plan, support, and organize various office activities and/or priorities.
  • Collect documents and scan physical documents into digital formats.
  • Resolve inquiries and advise on university policies and procedures, as needed.
  • Organize and categorize scanned files.
  • Assist with data entry and file management.
  • Adhere to established scanning procedures and quality standards.
  • Perform other related duties as requested.


Supplemental Responsibilities

  • Copyright all JHU Press books, print journals and selected electronic journals, mail 2 copies of each (print, if required) or upload digital files (electronic) to the Copyright Office once application is complete.
  • Maintain library by assigning reference numbers for books and filing books in library.
  • Send translated books to authors.
  • Vendor setup for payment of author royalties, subsidiary rights sales, and reader fees.
  • Process checks and check requests working through SAP and PaymentWorks for authors owed royalty and subsidiary rights payments.


Special Skills, Knowledge & Abilities

  • Experience with Excel, Microsoft and FileMaker database preferred.
  • Self-motivated with ability to work independently as well as with a team.
  • Excellent critical thinking and communication skills.
  • Outstanding problem-solving skills including using analytics to drive decisions.
  • Inclusive in decision-making and problem-solving.
  • Excel in effective use of resources; keen self-awareness of strengths and weaknesses.



Minimum Qualifications
  • High School Diploma or graduation equivalent
  • Six months related experience
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Previous office experience of 3-5 years preferred.
  • College Degree preferred but not required.

 

Classified Title: Office Assistant 
Job Posting Title (Working Title): Rights & Permissions Office Assistant   
Role/Level/Range: ATO 37.5/02/OC  
Starting Salary Range: Min $15.70 - Max $25.25 HRLY ($30,000 Targeted; Commensurate w/experience) 
Employee group: Part-time 
Schedule: M-F 8:30 am - 5:00 pm 
FLSA Status: Non-Exempt 
Location: Homewood Campus  
Department name: Press General Administration   
Personnel area: Academic and Business Centers 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are 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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.
Homewood Campus

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