Administrative Secretary

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.

Minimum Qualifications

• 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.

Preferred Qualifications

• 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

Equal Opportunity Employer

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.