Job Req ID: 18845
Administrative Secretary
General Summary:
Provides administrative support for office staff, including special projects, website maintenance, office workflow, appointments, correspondence, student payroll, budgets, data compilation and records control. May perform duties of a sensitive and confidential nature.
Note: Position runs through June 30, 2020
Essential Job Functions:
Responsible for maintenance and reconciliation of area operations and programming budgets; monitors monthly expenditure statements, cash intake and deposits for various programs and services; processes payments for contracted services and programs.
Provides office management and administrative assistance to supervisor and co-workers; operates office equipment such as photocopier and fax machine, coordinates the servicing of equipment, and ordering supplies.
Responsible for hiring, training, and supervising student office assistants and adjunct faculty for Homewood Arts Programs, The Center for Visual Arts, and the Digital Media Center; setting up all employees on payroll, and processing weekly time cards for both work-study and non-work- study employees; processes raises as needed.
Assists with room scheduling, processing building maintenance work orders, and calling in maintenance requests as needed.
Assists with office websites and marketing collaterals for programs and services as needed.
Assists with other duties as assigned.
Reports to the Interim Director of Homewood Arts Programs. For a 40 hour workweek, 20 hours a week with Homewood Arts Programs, 10 hours a week with Center for Visual Arts, 10 hours a week with the Digital Media Center.
Education:
High School Diploma/GED required, some college preferred.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
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.
Experience:
Two years related experience required, preferably in higher education, and experience in budget systems and software.
Special Knowledge, Skills, or Abilities:
Must be able to multitask in a very busy office environment.
Strong customer service skills required.
Experience with Microsoft software applications and willingness to learn scheduling software and various JHU software programs, including SAP financial system.
Must demonstrate skills in meeting and event planning.
Some website experience or a willingness to learn.
Classified Title: Administrative Secretary
Working Title: Administrative Secretary
Role/Level/Range: ATO 37.5/02/OD
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: Mon-Fri 8:30-5
Exempt Status: Non-Exempt
Location: 01-MD:Homewood Campus
Department name: 10001417-Homewood Arts Program
Personnel area: Homewood Student Affairs
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 protected]. 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.
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