This position provides high-level administrative support to the Director of Financial Aid and Scholarships. 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 Director and her staff.
Essential Job Functions:
Coordination of office wide planning and activities as it relates to the responsibilities of the Director.
Manages the Director’s calendar and schedule, planning and prioritizing meetings.
Proactively manage the Director’s schedule and availability with internal and external constituents.
Will work with a staff of 4 Associate Directors and 16 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 for the Director.
Includes managing the travel arrangements and related communications with colleagues internal and external to the university to assure travel arrangements are set accurately.
Serves as public contact for all external communications on behalf of the Director.
Must be able to address all inquiries professionally while serving as an effective gatekeeper for access to the Director.
Plans office events and organizes internal functions for the staff.
Manages general office supply and related administrative costs.
Will be expected to occasionally work extended hours or weekends depending on office events and/or the Director’s schedule.
Serves as the backup for the assistant to the Assistant Vice Provost of Financial Aid.
Primary liaison for the Director 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 required.
Two years of college or Bachelor’s Degree preferred.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Three 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.
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.
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 Director and the office to support the general operations and staff that need access to her while protecting the Director’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.
Classified Title: Administrative Coordinator Working Title: Assistant to the Director of Financial Aid and Scholarships Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: M - F / 8:30am - 5:00pm Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001447-Student Financial Services Personnel area: Homewood Student Affairs
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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