This position provides high-level administrative support to the Dean of Undergraduate Admissions and a Director in the office. Must be able to manage multiple tasks and projects that require attention to detail as well as strong interpersonal and communication skills. Must be able to thrive in a team-oriented environment and present as a professional and level-headed problem solver in a fast paced setting. Will be expected to handle highly confidential information and serve as a reliable internal partner for the Dean and her staff. He/She will be a part of a 3 member administrative team supporting the leadership of the office.
Essential Job Functions:
Coordination of office wide planning and activities as it relates to the responsibilities of the Dean and Director.
Manages the Dean’s calendar and schedule, planning and prioritizing meetings.
Proactively manage the Dean’s schedule and availability with internal and external constituents.
Will work with a staff of 3 Directors and 40 staff members.
Must be able to represent the office and interact with high level administrators, faculty and external stakeholders in a professional manner.
Assist with travel arrangements both Domestic and International for the Dean and a Director.
Includes managing the VISA process, travel arrangements and related communications with colleagues internal and external to the university to assure travel arrangements are set accurately.
Plans school meetings/visits for the Dean during Fall/Spring/Summer travel.
Serves as public contact for all external communications on behalf of the Dean.
Must be able to address all inquiries professionally while serving as an effective gatekeeper for access to the Dean.
Plans office events and organizes internal functions for the staff.
Manages general office supply and related administrative costs.
Facilitates the execution of Likely Letter communications for prospective athletic applicants.
Will be expected to occasionally work extended hours or weekends depending on office events and/or the Dean’s schedule.
Serves as the backup for the assistant to the Vice Provost of Admissions and Financial Aid.
Primary liaison for the Dean to the division’s HR team on matters involving new hires, performance management, staff resourcing issues, including confidential developments around each area.
Initiate the hire requisitions in Success Factors.
Manage the onboarding of new staff around office setup (supplies, keys, etc…) as well as staff exits.
Ensure the timely posting of open positions and schedules the review, interview and hiring process as well as the public posting/advertising of positions.
Oversight of all administrative onboarding from departmental level.
Process any payroll changes, bonus supplements, terminations in SAP. Process any payroll changes, bonus supplements, terminations and salary changes for student workers and select staff members in SAP. Prepare and process payroll documents needed to implement payroll/personnel transactions.
High School Diploma/GED required. Bachelor’s degree preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Three or more years related work experience required, preferably working with a higher level executive. Experience working alongside a leadership role to provide day to day operational and administrative support.
Must demonstrate strong organizational and interpersonal skills.
He/She should have a solid customer service orientation while being able to balance multiple priorities in high pressure and fast paced situations.
He/She should be able to learn quickly and anticipate the needs of the Dean and the office to support the general operations and staff that need access to her while protecting the Dean’s time.
He/She also should demonstrate a proactive and strong team-oriented approach to the work.
He/She should be an effective communicator and a professional representative for the office in all externally and internally facing interactions.
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.
Classified Title: Administrative Coordinator Working Title: Assistant to the Dean of Undergraduate Admissions Role/Level/Range: ATO 37.5/02/OE 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: 10001442-Undergraduate Admissions 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@example.com. 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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.