The Johns Hopkins Center for Talented Youth is a nonprofit dedicated to identifying and developing the talents of academically advanced K-12 students around the world. We provide today’s brightest students with fun, challenging courses; a community of engaged learners; and a strong foundation for future success in college and their careers. Want to join our team? We’re looking for mission-driven problem-solvers who can thrive in CTY’s diverse, collaborative, fast-paced, and results-driven work environment. We value innovation, creativity, integrity, and a shared commitment to the bright young people we serve. In return, we offer employees the opportunity to be part of the Johns Hopkins community and to take advantage of our generous benefits package, which includes affordable health-care options and tuition assistance for employees and their families.
General Nature or Purpose of Position:
The Summer Programs department of CTY is responsible for planning and executing academic summer programs for approximately 10,000 students annually, at approximately 25 locations in the U.S. and abroad.
A team of Academic Services Assistants, led by an Administrative Supervisor, is responsible for tasks related to sourcing and onboarding approximately 1,700 annual hires for the summer sites, and for providing general administrative support to approximately 28 department staff: Program Managers, Assistant Program Managers a Student Support Administrator, a Site Logistics Administrator, a Disabilities Services Administrator, and a Senior Director.
Note: Multiple Positions Available
Note: This position is not eligible for visa sponsorship.
Complete high-volume sourcing tasks as assigned; in particular, conduct internet research as directed to secure email addresses for potential candidates, then compile addresses into spreadsheets for use by recruiters and hiring managers.
Use SuccessFactors and other digital platforms to perform steps related to the application, hiring and onboarding process for approximately 1,700 summer casual hires annually. Ensure that candidates and hires move through each process in a timely fashion: forward candidates to appropriate requisitions, prepare and send offer letters, track completion of onboarding steps, communicate action items to hires and troubleshoot their questions or difficulties as needed.
Access shared Outlook calendars to schedule interviews for department hiring managers.
Use a digital platform (currently Universal) to initiate the background check process for applicants and monitor the status of results, to include alerting the appropriate stakeholders of any reports that contain violations or convictions or that otherwise meet critera for further review.
Log receipt of certifications and other supporting documents into appropriate digital system of record (currently SAP).
Access digital platforms (currently SuccessFactors, Universal, and SAP) to answer candidate and staff questions.
Run reports in all relevant digital platforms (e.g. SuccessFactors, SAP, Universal, etc.).
Assist CTY HR staff with turning around high volume of summer paychecks; sort and ship via express mail in one business day.
Assist with administration of Student Program Evaluations, to include assisting with ensuring clean data, delivering data to designated printer on appropriate schedule, packing and mailing paper forms, preparing completed forms for scanning, scanning the forms, and generating reports.
Function as shared service team to provide general administrative support to all other staff in the department (approximately 28 people). Complete ad hoc projects and tasks as assigned, such as updating staff- and student-facing materials, making student badges and assembling training binders for a given summer position.
Provide assistance to a department committee; tasks include scheduling committee meetings, taking minutes, taking notes during candidate interviews (for committees that do hiring), entering edits to print materials, compiling binders, researching and compiling information needed by the committee (e.g. find independent K-12 schools who offer affinity groups as part of their diversity initiatives, and compile information posted at their web sites about this activity).
Provide administrative support to designated summer sites, to include packing and shipping supplies, documents, and other materials.
Initiate and monitor the progress of travel and other expense reimbursements for both full-time and temporary summer staff (employee and non-employee reimbursements).
Sort and distribute departmental mail.
Communicate with candidates, staff, parents, and students, via phone and email, including the email system Freshdesk, regarding frequently asked questions pertaining to the programs, and directing inquiries to the relevant contacts when appropriate.
Assist with managing departmental records, both digital and print, according to CTY record retention protocols. Maintain active files. Prepare inactive files for transfer to permanent archives or long term storage as appropriate, to include downloading records from various platforms. Request retrieval of record in long term storage as needed. Return records to storage when no longer needed.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
High school diploma/GED is required
Two years of administrative/clerical experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Proficiency in Microsoft Office Suite, specifically Word and Excel
Bachelor’s degree is preferred.
Experience in customer service/academic setting preferred.
Previous experience with Success Factors strongly preferred.
Physical Requirements for the Job:
Ability to sit in a normal seated position for extended periods of time
Dexterity of hands to operate a computer keyboard, mouse pad and other office machinery
The incumbent will be required to communicate regularly via telephone and face to face with internal and external customers and must be able to exchange accurate and timely information in these settings
Position also requires a degree of mobility common to working in an office environment; bending, kneeling or standing during events and presentations may be required.
Applicants must be authorized to work in the US.
The successful candidate(s) for this position will be subject to a pre-employment background check.
All employees participating in or serving children in University programs must participate in mandatory Child Abuse Prevention online training on the appropriate conduct around children, protecting children from abuse and neglect, and reporting of known or suspected child abuse and neglect.
Classified Title: Academic Services Assistant Role/Level/Range: ATO 37.5/02/OD Starting Salary Range: $15.26 to $20.51 per hour Employee group: Full Time Schedule: Monday - Friday, 8:30am-5:00pm Exempt Status: Non-Exempt Location: 02-MD:Mount Washington Campus Department name: 10000105-Summer Programs Personnel area: Academic and Business Centers
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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
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.