Under the supervision of the Director of Faculty Affairs and in support of the Director of Faculty Recruitment, the WSE Faculty Affairs Coordinator supports faculty recruitment, recruitment and event logistics, evaluation, and appointment systems for all full time and part time faculty in WSE. The incumbent works closely with the Director of Faculty Recruitment, Director of Faculty Affairs and the Vice Dean for Faculty to ensure flawless recruitment logistics, and efficient processing of appointments. The incumbent provides administrative support for the day-to-day operations of the office by processing non-tenure track faculty appointments, maintaining the Vice Dean's and Director of Faculty Affairs' and Recruitments’ calendars and assisting with faculty affairs projects, meeting coordination, and event planning. This position also provides key support to various Faculty Affairs projects, including data collection and support for faculty needs. The incumbent should prioritize daily work and assignments and also prioritize issues and concerns requiring the attention of the deans and other senior administrators. This role plays an integral part in the facilitation of the business relationships between Office of Faculty Affairs and the school's nine academic departments and associated academic and research centers as well as other functional business units.
Specific Duties & Responsibilities
Faculty Affairs Coordination (85%)
- Under the supervision of the Vice Dean for Faculty and/or the Director of Faculty Affairs and Director of Faculty Recruitment, processes academic appointments, from initiation to termination including reviewing faculty appointment documents for accuracy and completion.
- Responsible for the well-executed planning and implementation of faculty recruitment logistics, including reservations, travel, on-campus visits, venue coordination, etc.
- Coordinates and executes special faculty events and lectures (e.g., Inaugural Professorial Lecture).
- Support faculty searches and department head searches, by providing administrative and logistical support.
- Some financial processes, including processing reimbursements and other actions in SAP and related financial systems.
- Administrative support of the faculty senate.
- Maintains database of critical faculty information.
- Keeps the electronic repository of faculty documents in accordance with best practices for file retention and confidentiality.
- Maintains up-to-date information and files related to faculty appointments and reappointments i.e., tenure, promotions, sabbatical eligibility, leave status, retirement schedules, emeritus requests.
- Consults with Director of Faculty Affairs on transaction protocol, data and requests.
- Generates and disseminates faculty appointment letters; tracks and records all actions with a high degree of attention to detail and accuracy.
- Ensures timely follow through on all faculty workforce actions including change of status, etc.
- Develops and maintains strong ties with administrators and departmental stakeholders to improve communication and outreach, promote an understanding of and adherence to annual deadlines, and to obtain timely feedback for process improvements.
- Provides ongoing guidance to department administrative staff for faculty processing, to include recruitment, appointment, and termination.
- Under the direction of the Director and/or Vice Dean, oversees the New Faculty Orientation planning and other various faculty-focused events.
- Helps to coordinate and provides logistical support for external department reviews.
- Coordinates with institutional research to maintain accurate faculty data.
- Supports Vice Dean for Faculty with all aspects of faculty awards.
- Keeps abreast of the nuances of faculty salary, university accounting systems and its abilities, academic council and its rules.
- Research and compiles faculty data for special projects as needed, working with the school's office of institutional research.
- Supports the Vice Dean for Faculty, the Director of Faculty Affairs, and the Director of Faculty Recruitment including calendaring (which includes anticipating their needs in order to prepare them for meetings and events) and travel planning/arrangements.
- Respond to inquiries in a timely manner, appreciating the need for confidentiality, using discretion and a high level of service.
- Oversees faculty affairs website(s) and all uploaded documentation.
- Initiates office supply ordering, reimbursements, and reconciles office accounts.
- Other duties as assigned.
Additional Project Coordination (15%)
Special Knowledge, Skills, & Abilities
- Works with the Vice Dean and the Director of Faculty Affairs on additional projects.
- Logistical support of Executive Searches.
- Support of faculty diversity and inclusion initiatives in coordination with Assistant Dean for Diversity and Inclusion.
- Experience in higher education environment preferred. Familiarity with Whiting School goals, standards, policies, and procedures preferred.
- Proven ability to innovate and provide quality improvement.
- Strong written and verbal communication skills are essential.
- Excellent interpersonal skills and the ability to work as part of a team are necessary for the successful candidate.
- Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
- Outstanding customer service skills.
- Demonstrated commitment and leadership ability to advance diversity and inclusion.
- Professional, service-oriented individual who is interested in taking ownership of their work.
- Must be meticulous and detail oriented.
- Self-motivated and interested in continually learning new skills and expanding their role in the office of Faculty Affairs over time.
- Advanced experience with Microsoft Office and ability to learn new software tools as needed.
- Unwavering commitment to confidentiality.
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Bachelor's Degree from a regionally accredited college or university preferred.
Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): WSE Faculty Affairs Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($56,062 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hrs/wk, M-F
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Faculty Affairs
Personnel area: Whiting School of Engineering
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.
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