Office Assistant

Johns Hopkins University & Medicine - Development and Alumni Relations; Baltimore (MD); On-site; USD 31,000 - 51,000; Part time

Job summary

Johns Hopkins University & Medicine - Development and Alumni Relations is seeking a part-time Office Assistant to support the Alumni Signature Events Team. The role involves event preparation, logistics, and on-site support for Alumni Weekend, Young Alumni Weekend, and related events, with some evening and weekend hours required.

The position provides general clerical and administrative support, including calendar management, travel arrangements, and file organization, ensuring smooth operation

Qualifications

• Six months of related experience.
• Experience coordinating event preparation and on-site support.
• Proficiency with Microsoft Excel and Outlook.
• Ability to work evenings and weekends as needed.

Responsibilities

• Assist with Alumni Weekend events setup, breakdown, and on-site operations.
• Prepare materials such as name badges, attendee packets, and check-in lists.
• Provide front-line customer service to alumni, guests, and campus partners.
• Greet visitors, answer telephones, and relay messages.
• Open, sort and scan mail; organize files.

Skills

Office experience

Communication skills

Customer service

Event support

Education

High school diploma or GED

Tools

Microsoft Excel

Microsoft Outlook

Job description

This part-time position supports the Johns Hopkins University Alumni Signature Events Team in planning and executing Alumni Weekend, Young Alumni Weekend, Annual Golf Outing, Alumni Council’s leadership weekend, etc. The role assists with event preparation, logistics, and on-site support, with some evening and weekend hours required.

The Office Assistant provides general clerical and administrative support to the assigned office or department.

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 listed above, the Office Assistant will:

• Assist with Alumni Weekend event setup, breakdown, and on-site operations, including registration areas, signage placement, and guest flow support.
• Support event logistics by preparing materials such as name badges, attendee packets, and check-in lists.
• Help monitor event spaces during programs to address real-time needs and *escalate* issues to the Signature Events Team as needed.
• Provide front-line customer service to alumni, guests, and campus partners by answering questions and directing attendees throughout the weekend.

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

Event Planning and Logistics Skills

• Experience coordinating event preparation, managing logistics, and providing on-site event support.
• Ability to organize multiple tasks, pay close attention to detail, and work effectively during evenings and weekends as needed.

Microsoft Office Applications (especially Excel and Outlook)

• Proficiency with Microsoft Excel for tracking event details, attendee lists, budgets, or schedules.
• Proficiency with Microsoft Outlook for managing calendars, coordinating meetings, and communicating with team members and event participants.
• Strong communication and customer service skills.
• Ability to assist with physical event setup and breakdown, including lifting and carrying materials.

Classified Title: Office Assistant

Job Posting Title (Working Title): Office Assistant

Role/Level/Range: ATO 37.5/02/OC

Starting Salary Range: Minimum: $31,395 - Maximum: $50,505 (targeted salary: $20 per hour; commensurate with experience)

Employee group: Casual / On Call

Schedule: 20 Hours Per Week

FLSA Status: Non-Exempt

Location: Mount Washington Campus

Department name: 10001644-Human Resources

Personnel area: University Administration