Job Description

Office Assistant

We are seeking an Office Assistant who will provide general clerical and administrative support to the assigned office or department. This position supports the department by processing ServiceNow HR transactions for faculty, staff, and students, ensuring personnel actions are submitted accurately and in a timely manner. The Office Assistant helps maintain continuity of operations across hiring, payroll, and appointment activities.

Specific Duties & Responsibilities

• Maintain calendar and schedule appointments and meetings.
• Complete various requests for office supplies and equipment.
• Assist with preparation of correspondence, manuscripts, and grant proposals.
• Type, format, edit, and proof materials and communications.
• Support the coordination and execution of special events.
• Make routine travel and hotel accommodations.
• Organize and maintain paper and electronic files.
• Perform data entry.
• Open, sort and screen mail.
• Support and organize various office activities and/or priorities.
• Collect documents and scan physical documents into digital formats.
• Resolve inquiries and advise on university procedures as needed.
• Greet and assist visitors and customers.
• Answer telephone, screen and assist callers, and relay messages.
• Other duties as assigned.

In addition to the duties described above

• Process departmental HR ServiceNow requests related to hiring, reappointments, payroll changes, terminations, and other personnel actions for faculty, staff, and students.
• Track and monitor the status of submitted ServiceNow requests to ensure timely processing and follow up with Shared Services, HR Business Partners, and department staff as needed.
• Verify accuracy and completeness of supporting documentation prior to submission to ensure compliance with university HR and payroll requirements.
• Serve as a point of contact for departmental faculty and staff regarding ServiceNow submission procedures, required documentation, and workflow steps.
• Maintain internal tracking logs or documentation systems to support audit readiness and continuity of departmental HR operations.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Six months of related experience.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Familiarity with SAP.
• Proficient use of SharePoint.

Technical Qualifications & Specialized Certifications

• Some experience with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.

Technical Skills & Expected Level of Proficiency:

• Calendar Management - Developing
• Customer Service - Developing
• Data Entry - Developing
• Electronic Office Tools - Developing
• Event Coordination - Developing
• Office Procedures - Developing
• Oral and Written Communications - Developing
• Record Keeping - Developing

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

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