Office Assistant - Towson Preparatory (Peabody Preparatory)

We are seeking an Office Assistant who will provide general clerical and administrative support to the assigned office or department.

The Office Assistant for the Towson Preparatory will be the point person for operations at the Peabody Towson Preparatory on Mondays, Wednesdays, and some weekend hours (as needed), 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, ArtsVision and other JHU software applications.

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

• Serve as the friendly first point of contact for faculty and students.
• Responsible for the timely opening of the building and facilitate the start-up of operations.
• Assist Peabody Security in ensuring the safety of the building for Preparatory students, faculty and staff.
• Assist parents, students, and general public with questions.
• Maintain the special events calendar for events held at the Towson Campus.
• Create and maintain room schedules.

On call or non-standard work hour requirements

• Regular schedule is Monday & Wednesday afternoons, 3pm - 7pm. Additional hours may be needed on some Saturdays (8:30am-2:30pm), and the occasional Sunday afternoon for events such as recitals.

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

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

Classified Title: Office Assistant
Job Posting Title (Working Title): Office Assistant - Towson Preparatory (Peabody Preparatory)
Role/Level/Range: ATO 37.5/02/OC
Starting Salary Range: $15.70 - $25.25 HRLY ($17.50 targeted; Commensurate w/exp.)
Employee group: Casual / On Call
Schedule: Monday and Wednesday 3pm - 7pm; occasional Saturdays and Sundays
FLSA Status: Non-Exempt
Location: Peabody Institute
Department name: The Preparatory
Personnel area: Peabody