Office Assistant - Towson Preparatory

We are seeking anOffice Assistantwho will be the point person for operations at the Peabody Towson Preparatory, providing a variety of customer service functions for faculty, students, and parents. Duties include securely opening and closing the building, greeting and directing students and parents, managing the children and traffic as needed, supporting faculty with administrative needs, monitoring the building and studios, assisting with set up and running of special events, such as recitals, performing various administrative tasks such as entering information into the scheduling software, using various software such as Outlook email system, Microsoft Suite, AUXS Safety application, and other JHU software applications, and managing the office as outlined below.

Typical hours worked: 20 - 24 weekday hours per week, primarily afternoon and evening hours. There is potential for additional hours to provide more support and substitute weekend coverage on occasion Flexibility is preferred.

The Peabody Institute of The Johns Hopkins University advances a dynamic, 21st-century model of performing arts training in pursuit of its mission: to elevate the human experience through leadership at the intersection of art and education. Through its Conservatory for undergraduate and graduate studies and the Preparatory, Baltimore's largest community performing arts school, Peabody empowers musicians and dancers from diverse backgrounds to create and perform at the highest level.

Founded in 1894, the Peabody Preparatory of The Johns Hopkins University is Baltimore's premier community school and pre-professional academy for the performing arts. The Peabody Preparatory is part of the Peabody Institute, one of the nine divisions that comprises the Johns Hopkins University. The Preparatory has a distinguished faculty of 130 educators and serves approximately 2,500 students per week on four campuses. The Preparatory offers music and dance educational experiences ranging from early childhood classes for infants to life-long learners engaged through Peabody Plus. The dance department, dating from 1914, is one of the oldest continuously operating dance training centers in the United States.

Students can enroll in individual lessons where they can participate in repertoire classes, recitals, and competitions. Group instruction is available in dance, large ensembles, chorus, chamber music, early childhood music classes, vocal fundamentals, and music theory. In addition, the Preparatory offers more structured curricula for our most serious student through the Preparatory's academy, certificate, and pre-professional training programs.

Specific Duties & Responsibilities

• Responsible for timely opening of the building, and facilitate start-up of operations (unlock front door and office, turn on lights in lobby and halls, check overnight messages, etc.)
• Assist Peabody Security in ensuring the safety of the building for Preparatory students, faculty and staff.
  
• Serve as friendly first point of contact for faculty and customers.
• Assist parents, students and general public with questions (re: catalog, room assignments, classes offered, events, etc.)
  
• Take accurate phone messages for faculty and staff and up-date voice mail message.
• Keep on-going communication with Plant Operations regarding building maintenance.
• Monitor and communicate any facility repairs or needs to Plant Operations
• Schedule maintenance and service personnel appointments in conjunction with Plant Operations
• Follow up and track the progress of facility requests until each project is completed.
• Monitor housekeeping staff member to ensure work is completed and order any needed supplies as requested by housekeeping.
• Create and maintain room schedules.
• Create and maintain the room schedule for all weekly classes and private lessons.
• Maintain the special events calendar for events held at the Towson campus.
• Order office supplies and contact service personnel as needed.
  
• Monitor office supply inventory and order supplies as needed.
  
• Operate office equipment such as photocopier and computer and coordinate the servicing of the equipment.
• Create programs and displays.
  
• Assist branch coordinator and faculty with production of typed information (letters, fliers, recital programs) and bulletin boards as needed.

Special Knowledge, Skills & Abilities

• Must be knowledgeable of the Towson Preparatory procedures and activities, including academic calendar.
• Basic office knowledge and computer skills sufficient for a front desk position
  
• Customer service and interpersonal skills appropriate for a front desk position.
  
• Organizational skills sufficient for creating/maintaining schedules.
  
• Friendly, effective and appropriate skills to support working with children, as well as an enjoyment of working with children of all ages.
  
• Ability to respond appropriately to an emergency if and as needed.
  
• Ability to work on Saturdays (occasionally) and Sunday afternoon (rarely).

Physical Requirements

• Ability to stand, walk around the building and up and down stairs to monitor hallways, dance and music studios, and to assist children as needed.
• Ability to walk around building to monitor and open and close for security purposes.
• Ability to help set up chairs and tables for special events.

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

Classified Title: Office Assistant
Job Posting Title (Working Title): Office Assistant - Towson Preparatory
Role/Level/Range: ATO 37.5/02/OC
Starting Salary Range: Min $15.50 - Max $25.00 HRLY ($16.00 HRLY targeted; Commensurate with experience)
Employee group: Casual / On Call
Schedule: M - F, 4 hrs per day
Exempt Status: Non-Exempt
Location: Peabody Institute
Department name: The Preparatory
Personnel area: Peabody

Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description 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.

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

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 https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

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.

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