Assistant Director Operations

Develops the strategic plan aimed at creating efficiency and coordination of work flows and processes for the recruitment and admissions operations for CTY. Oversees the execution of all operational activities for the recruitment department to ensure proper workflow and high levels of customer service for applicant processing, quality assurance, fulfillment, project management and inquiries from parents. Works in collaboration and cross functionally with Assistant Director of Outreach and Recruitment, Assistant Director of Strategic Initiatives, Director of Enrollment for Registration, Financial Aid, Student Accounts, Summer and Online Academic Programs, STET and Testing departments.

About The Johns Hopkins Center for Talented Youth:

The Johns Hopkins Center for Talented Youth is a nonprofit dedicated to identifying and developing the talents of academically advanced K-12 students around the world. We provide today’s brightest students with fun, challenging courses; a community of engaged learners; and a strong foundation for future success in college and their careers. Want to join our team? We’re looking for mission-driven problem-solvers who can thrive in CTY’s diverse, collaborative, fast-paced, and results-driven work environment. We value innovation, creativity, integrity, and a shared commitment to the bright young people we serve. In return, we offer employees the opportunity to be part of the Johns Hopkins community and to take advantage of our generous benefits package, which includes affordable health-care options and tuition assistance for employees and their families.

Essential Duties and Responsibilities:

• Attract, retain, motivate, lead and develop a high performing Operations Supervisor and team of Operations Specialists and Technical Analyst, hold the team accountable for meeting performance objectives and for high quality service delivery to internal and external stakeholders.
• Design and maintain an efficient organizational structure for the operations team adequate for achieving the departments goals and objectives.
• Develop and collaborate on processes and interfaces that leads to a CTY user experience that matches our academic standards.
• Manage budget of $300,000 and make independent decisions relevant to spending and allocations.
• Project Manage all operational initiatives for department.
• Manages all processes and workflows of the back office for the admissions and recruitment functions processing over 25,000 applications annually.
• Leverage advanced level problem solving skills to partner with technologists and CTY leadership on the CTY user experience.
• Develops and writes policies and standard operating procedures to control work flows and processes and updates as necessary.
• Works in collaborations with Information Technology staff and utilizes technology and other methodologies to increase efficiency, raise productivity and streamline work processes.
• Keeps abreast of the latest in office technology, CRM solutions and student database systems.
• Automate any paper based systems currently in use.
• Works closely with Asst Director of Recruitment and Outreach and Asst Director of Strategic Initiatives to ensure that systems and processes are in place to handle volume and work flow.
• Ensure an effective warm hand off for with CTY’s enrollment and student services function.
• Develop and maintain database, research and analysis for recruitment and admission data.
• Produce and analyze metrics and dashboards to evaluate program effectiveness database management for schools and families.
• Oversee the project planning, inventory control and fulfillment for all communication plan materials including emails, letters print materials and postcards.
• Develop and implement quality control measures to assess effectiveness of paper and online application processes.
• Manage vendor relationship with Prometric in support of paper based and online computer testing.
• Responsible for recruitment of direct staff, and the oversight for performance management, training and development for department.
• Problem solve all issues escalated requiring high level authority decision making.
• Perform all other duties as assigned.
  

Supervisory Responsibility:

This position has responsibility for the supervision of one Operations Supervisor, one Technology Analyst and total staff of six.

Qualifications

Bachelor’s degree required. Four years’ experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

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.

Special Knowledge, Skills, and Abilities:

• On-line learning and Internet technology.
• Proven track record in building effective teams.
• Information technology systems used in k-12 or higher education setting.
• Experience with high volume admission application processing and workflow.
• Proficiency with CRMs and implementations.
• Strong analytical skills to develop meaningful metrics.
• Proficiency with Microsoft Office Suite with advanced experience with Excel and relevant software tools.
• Ability to sit in a normal seated position for extended periods of time
• Occasional movement about the office to access file cabinets, office machinery, various workstations, etc. including movement from floor to floor using elevators and stairs.
• Constantly operates a computer and other office productivity machinery, such as a copy machine and printer. Dexterity of hands to operate a computer keyboard, mouse pad and other office machinery.
• Frequent communication with internal and external customers and must be able to exchange accurate information in these situations verbally and in writing.
• Position also requires a degree of mobility common to working in an office environment; bending, kneeling or standing during events and presentations may be required.
  

Additional Information:

• The successful candidate(s) for this position will be subject to a pre-employment background check.
• Applicants must be authorized to work in the US.
• All employees participating in or serving children in University programs must participate in mandatory Child Abuse Prevention online training on the appropriate conduct around children, protecting children from abuse and neglect, and reporting of known or suspected child abuse and neglect.
  

Preferred Qualifications

Master’s degree preferred. Five to seven years of progressive operations and supervisory experience in student services or enrollment management in k-12 or higher education setting preferred.

NOTE: The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at 443-997-5100. For TTY users, call via Maryland Relay or dial 711.

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