Administrative Secretary

Location

Costa Mesa, CA | United States

Job description

Administrative Secretary Location Baltimore, MD (Johns Hopkins Homewood area) :

The Undergraduate Program in Public Health Studies (PHS) seeks an Administrative Secretary to serve as the first point of contact for the office and provide administrative support to the program director, academic and administrative staff, faculty, and students. This position requires a substantial in-office presence but may follow a limited hybrid (on-campus/remote) schedule after a probationary training period.

Specific Duties & Responsibilities

General program support

• Reception: Serve as the first point of contact for visitors; handle phone and email inquiries.
• Communication: Compile and send weekly program announcements and semi-annual newsletters; maintain program website; develop and implement a social media plan; compose correspondence as needed; maintain mailing lists.
• Meetings: Coordinate calendars to schedule meetings; prepare meeting agendas and materials; take meeting minutes.
• Building maintenance: Report maintenance needs to facilities and follow up to make sure service requests are addressed.
• Office systems: Maintain office information systems and equipment.
• Student workers: Process hires and monitor time sheets for teaching assistants and other student workers.

Event planning

• Coordinate calendar of program events.
• Work with PHS faculty, staff, and students to organize and plan events.
• Arrange catering and university services for PHS events.
• Create promotional materials, advertise events.
• Attend and help run PHS events; requires working evenings occasionally.
• Purchasing and reimbursements.
• Maintain inventory of office supplies and reorder as needed.
• Make travel arrangements.
• Process reimbursements and honoraria.

Compliance

• Stay informed of JHU and KSAS policies and ensure program complies with requirements.
• Assist with monthly reconciliation of operating expenses and review p-card expenditures.
• Maintain necessary documentation.

Special Knowledge, Skills, & Abilities

• Proficiency in common software applications (Microsoft Office Suite), website management, and social media platforms.
• Ability to master custom university online systems.
• Ability to build and maintain databases.
• Strong organizational skills and attention to detail.
• Effective oral and written communication skills.
• Ability to work both independently and in teams.
• Ability to work with diverse constituencies to represent the program on and off campus.
• Provide general secretarial and administrative support.

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

• Experience working in higher education.
• Familiarity with the field of public health.

Classified Title: Administrative Secretary Role/Level/Range: ATO 37.5/02/OD Starting Salary Range: $16.00 - $22.25 - $28.50 HRLY (Commensurate with experience) Employee group: Full Time Schedule: Monday - Friday 8:30am - 5:00pm Exempt Status: Non-Exempt Location: Homewood Campus Department name: Public Health Personnel area: School of Arts & Sciences

Please refer to the 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 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.

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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

The following additional provisions may apply, depending on 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.

Note: Job Postings are updated daily and remain online until filled.

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