Administrative Secretary at Johns Hopkins University

Location: Remote, US
| Part-time
Johns Hopkins University

Title: Administrative Secretary

Location: US National – Remote

We are seeking an Administrative Secretary who is vital to the operations of the Whiting School of Engineering Office of Undergraduate Academic Affairs, providing administrative support to the Vice Dean for Undergraduate Education, the Associate Dean for Undergraduate Academic Affairs, the Assistant Dean for Undergraduate Academic Advising, and the Director for Undergraduate Faculty Mentoring.

The successful applicant is an organized, detail-oriented individual, who manages multiple competing priorities with grace. They build collegial working relationships with various personalities with ease and possess the judgment to work independently as a contributing member of a team. The Administrative Secretary reports to the Assistant Dean for Undergraduate Academic Advising.

The position offers a fully remote schedule for someone who can manage the competing requirements of the job.

Specific Duties & Responsibilities:

Administrative Support Vice Dean for Undergraduate Education

  • Maintain an accurate calendar at all times for the Vice Dean of Undergraduate Education based on knowledge of goals and priorities.
  • Schedule appointments and meetings with faculty, students, staff, and others across the University.
  • Prepare agendas and materials for meetings.
  • Draft and prepare office communications for signature.
  • Proofread and edit confidential and sensitive information.
  • Make travel arrangements and process reimbursements as needed.
  • Provide Administrative support for ongoing special projects.
  • Maintain and organize electronic and paper files.

Administrative Support Associate Dean for Undergraduate Academic Affairs

  • Maintain the calendar for the Associate Dean for Undergraduate Academic Affairs.
  • Schedule meetings and work collaboratively with internal and external organizations to ensure an accurate calendar at all times.
  • Schedule appointments and meetings with faculty, students, staff, and others across the University.
  • Make travel arrangements and process reimbursements as needed.
  • Provide Administrative support for ongoing special projects.
  • Maintain and organize electronic and paper files.

Administrative Support Director of Assistant Dean for Undergraduate Academic Advising

  • Maintain the calendar for the Assistant Dean for Undergraduate Academic Advising.
  • Schedule meetings and work collaboratively with internal and external organizations to ensure an accurate calendar at all times.
  • Schedule appointments and meetings with faculty, students, staff and others across the University
  • Make travel arrangements and process reimbursements as needed.
  • Provide administrative support for ongoing special projects.
  • Maintain and organize electronic and paper files.

Administrative Support Director of Undergraduate Faculty Mentoring

  • Maintain the calendar for the Director of Undergraduate Faculty Mentoring.
  • Schedule meetings and work collaboratively with internal and external organizations to ensure an accurate calendar at all times.
  • Schedule appointments and meetings with faculty, students, staff and others across the University
  • Make travel arrangements and process reimbursements as needed.

Provide Administrative Support for Undergraduate Faculty Mentoring Program

  • Maintain and organize electronic and paper files.

Minimum Qualifications (Mandatory):

  • High School Diploma/GED.
  • Two years related experience.
  • 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. 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.

Preferred Qualifications:

  • Bachelor’s Degree preferred.

Special Knowledge, Skills & Abilities:

  • General office or administrative experience with solid customer service skills (preferably in an academic environment).
  • Requires strong oral and written communication skills.
  • Ability to work with multiple constituencies (students, faculty, and staff).
  • Basic computer proficiency (Microsoft Word, Excel, PowerPoint).
  • Familiarity with Johns Hopkins technology systems, especially SAP

Classified Title: Administrative Secretary
Role/Level/Range: ATO 37.5/02/OD
Starting Salary Range: Commensurate with experience
Employee group: Part-time
Schedule: M-F As Scheduled, Up To 25 hours Weekly

Exempt Status: Non-Exempt
Location: Telecommute
Department name: Academic Affairs Ugrad
Personnel area: Whiting School of Engineering

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