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Requisition ID:  115516

Faculty Affairs & Academic Council Coordinator

We are seeking a Faculty Affairs & Academic Council Coordinator, who will a member of the Krieger School of Arts & Sciences (KSAS) HR team at Johns Hopkins University. This role supports KSAS by working in a collaborative work environment and by playing an integral role in the administration of the faculty employment life cycle at the school. Under the direction of the Faculty and Academic Affairs Lead, HR Director, and in close partnership with the Vice Deans for Faculty, the coordinator provides counsel on faculty matters in the areas of policy, procedures, and practice of the Academic Council and coordinates all aspects of the Academic Council’s administrative functions, including management of the faculty appointments and promotions


The Faculty Affairs & Academic Council Coordinator, ensures the school’s compliance with university and Academic Council policies and manages daily administrative activities as they pertain to the administration of human resources functions, including, but not limited to, hiring, offboarding, leave administration, compensation, and contract terms for the school’s faculty. This role will also serve as a consultant and subject-matter expert for faculty and departments, providing high-quality work with strong attention to detail and accuracy. Promotes actions that maintain an environment that integrates diversity, differences, and fairness. This hybrid position is Monday through Friday, 8:30 am– 5:00 pm; Wednesday hours are 10:30 am – 6:00 pm to accommodate weekly meetings.


Specific Duties & Responsibilities


70% Academic Council Administration

  • Partners with both the Faculty Affairs & Academic Council Administrator at Krieger School of Arts & Sciences and the Homewood Academic Council Administrator of the Whiting School of Engineering.
  • Gather, Record, and Distribute support materials required of the Academic Council to conduct their business.
  • Schedule Academic Council meetings and invite guest participants for the Krieger School as requested by the council.
  • Maintain the Academic Council website.
  • Serve as the administrative liaison between Academic Council subcommittees and standing committee members.
  • Manage the annual election process.
  • Actively participate in the yearly junior faculty lunches. Provides the information needed to the HR Administrative Coordinator to plan and organize lunches.
  • Attend Academic Council meetings and take and maintain meeting minutes.
  • Provide administrative support for the Homewood Graduate Board including scheduling meetings, distributing material, advising on policies and procedures, and taking meeting minutes.

  • Provide guidance to the Krieger school members of the Academic Council on Council policy, procedures, and practice.
  • Provides consultation to deans, department chairs, administrators, and faculty regarding Academic Council procedures, and the faculty appointment and promotion process.
  • Provides support to ad hoc committees reviewing appointment and promotion cases, including managing external evaluation collection on behalf of ad hoc committees
  • Drafts Academic Council-related correspondence for the deans as requested.


30 % Faculty HR Administration

  • Works closely with department administrators and the HR Operations and Compliance team to assist with preparing and distributing appointments and reappointment letters for signature and ensuring changes are processed promptly.
  • Communicates incoming and outgoing department chair appointments to ensure records are updated per the agreed-upon terms.
  • Partners with the HR Client Services team on the faculty recruitment process. Maintains search documents, shortlists, and closes out searches within the Interfolio system.
  • Coordinates with leadership on the Letter of Intent process.
  • In collaboration with the Director of Human Resources, devise systems for organizing and executing faculty actions and processes.
  • Disseminate faculty compensation updates to the HR Operations and Compliance team as needed to draft appointment renewals and process changes.
  • Provide guidance to faculty and/or Sr. HR Coordinators on the sabbatical process. Verifies sabbatical determination and decisions are communicated and tracked.
  • Ensures faculty HR records are accurate. Conducts routine data audits and maintains standard reports to include but are not limited to demographic information, contract lengths, renewals, academy membership, retentions, joint and secondary appointments, and retirement eligibility.
  • Ensures faculty employment files and lists are up to date.
  • Serves as the school administrator for Interfolio RPT.


Special Knowledge, Skills, & Abilities

  • Executive-level administrative skills.
  • High level of attention to detail and organization.
  • Ability to engage in multiple tasks simultaneously.
  • Ability to work independently and to set appropriate priorities to meet deadlines.
  • Excellent oral, interpersonal, and written communication skills.
  • Excellent Microsoft Office skills.
  • Knowledge of SAP and other JHU systems is preferred.




Minimum Qualifications
  • High School Diploma or graduation equivalent. 
  • Five years of progressively responsible administrative/academic experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Bachelor's degree preferred.
  • Five plus years of experience in an institution of higher education within a Dean’s Office academic department, or corporate executive office is strongly preferred.

 

 

Classified Title: Sr. Academic Program Coordinator 
Job Posting Title (Working Title): Faculty Affairs & Academic Council Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $29.05 - $36.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: M/T/Th/F: 8:30 am - 5:00 pm. Wednesday 10:30 am – 6:00 pm. 
Exempt Status: Non-Exempt 
Location: Hybrid/JH at Keswick 
Department name: ​​​​​​​Human Resources  
Personnel area: School of Arts & Sciences 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Hybrid: On-site 3-4 days a week

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