The incumbent will provide complex administrative and project management support to the Director and Senior Associate Director of Student Services, and work directly with faculty, students, staff and outside stakeholders to identify and implement solutions. This position is key to student development and success.
The incumbent will be joining a student-centered, high-functioning, high-paced and collaborative team and will be expected to contribute to its values of respect, integrity, dependability, engagement, personal motivation, entrepreneurship, and, exceptional work ethic.
The successful candidate must be able to collaborate, communicate effectively, prioritize multiple tasks, take a proactive approach to work assignments, and take initiative in the anticipation of future needs of the Student Services team at Carey. The Student Services department encompasses a wide spectrum of activities: Student Clubs and Organizations, Summer Intensive, English Language Program, Student Success Center, Disability Support Services, Student-related Policies and Procedures, Academic Integrity Policy and Student Conduct Code, student academic and co-curricular support programming and resources, and, student leadership programming.
*Extensive education and/or experience will receive additional consideration for compensation outside of the posted range.
Represent Director of Student Services in the management of all aspects of student health insurance communications, billing, reconciliations, waiver requests, adding students to plan, policy issues and complaints. Must have extensive knowledge of the plan, quick and correct decision-making in all aspects and have high degree of poise to represent the department in meetings, and independent correspondence. Maintaining exceptional record of all transactions, and, responsible for all plan-related activities.
Represent Carey and its interests on university-wide Student Health Benefit Plan committee.
Represent the Director at school and university meetings as needed. Make independent decisions on behalf of director.
Serve on school-wide committees to support the mission of the school (such as the graduation and orientation work groups).
Serve as main point of contact with JHSAP in support student needs.
Educate staff and faculty about the type of services available to students by participating in school meetings.
Create and manage student interfaces for reimbursements with exceptional attention to detail and timely work.
Create and publish communication documents for office and student activities.
Mange Dean and office student events as needed (approximately 8-10 per semester).
Manage all Student Services special student programming, such as Cultural Connections (for international students and staff/faculty).
Manage part-time student orientation (3 times per year, and 3 additional welcome sessions for new online sessions).
Manage outreach activities for online students (such as welcome sessions, about 5 per term).
Oversee office administration for Student Services and all its department-wide activities. Due to the breadth of activities, this role has extensive autonomy and is expected to operate with a high degree of independence and competence.
Manage all aspects of the Honor Council/Academic Integrity Policy reporting, communication with faculty/staff and students, managing hearings, creating and managing all communication aspects, creating documents and training materials, etc. High level of independent judgement is required due to the sensitive and confidential nature of the information and process. Failure to do so would cause significant harm to JHU in reputation and potential legal action. Work on a project to implement an Academic Ethics Policy student training.
Responsible for all organizational aspects of all internal and applicable external meetings. Prepare meeting documents and ad hoc reports for the directors, the Associate Dean, Vice Dean and other Carey leadership.
Write content and maintain all Student Services Office webpages.
Serve as the first point of contact for all financial requests (from purchasing, to paying vendors, to reimbursements, to overall managing activities in SAP)
Responsible for responding to all inquiries about student services (including email, mail, phone, walk-ins, etc.). Must be able to answer all inquiries correctly and in a timely manner.
Responsible for managing and maintaining all student facing services/resources such as business cards, name tags, etc.
Responsible for working with the JHU Transportation office on shuttle service to students in Baltimore.
Organize, manage and update all office documents.
Create and maintain office schedule of activities, and school-wide events.
Write and review internal and external documents, reports.
Create, manage and report out on surveys.
Ensure supplies for all office events are available.
Support the Director of Students Services by help prepare reports, schedule meetings, organize activities, maintain communication with internal and external stakeholders.
Oversee Student Services Office, Student Success Center and English Language Program budgets using SAP (~$160K).
Process and track all reimbursements and other requests in a timely manner.
Review and reconcile monthly all current fiscal year expenditures for all budgets.
Prepare and review budget reports with Director.
Prepare, analyze and summarize expenditures, make recommendations for reallocation and provide analysis and input into the creation of next fiscal year's budget.
Work closely with Carey's finance department to reconcile budgets for the office and resolve issues.
Other duties as assigned
Participate in a collaborative activities within the department and the school as needed.
Serve as school liaison for transportation and housing student resources.
High School diploma/GED required. Bachelor's degree preferred. Five years progressively responsible administrative experience required. Additional education or experience 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. 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.
Knowledge and Skill:
Working knowledge of higher education theories, trends, opportunities, etc.
Microsoft Office is a must (at least intermediate level)
Google office suite
Communication platforms and tools
Marketing concepts and tools
Graphic design concepts preferred
Excellent communication skills (written, verbal, intercultural)
Excellent organization and time management skills
High attention to detail as well as ability to see the big picture
Excellent interpersonal skills
Emotionally intelligent and learner
Ability to function in a fast pace environment
Able to work in a diverse environment
Able to function independently and collaboratively
Ability to exercise correct independent judgment
Ability to prioritize quickly and respond to changing needs accordingly
Ability to multitask and prioritize
Ability to problem solve
Able to handle highly sensitive and/or confidential situations with tact and patience
Able to execute both monotonous and high-paced activities with high level of accuracy and efficiency
Travel between locations is required (occasionally for off-site activities).
Flexible hours are required, including weekends and evenings.
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 Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.