WSE Faculty Affairs Coordinator (Faculty Affairs)

Under the supervision of the Director of Faculty Life Cycle we are seeking a WSE Faculty Affairs Coordinator who will support faculty appointments for all full time and part time teaching and research faculty in WSE as well as maintaining and reporting on critical faculty data. 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 calendar 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. 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.

The WSE Faculty Affairs Coordinator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
• Coordinate purchasing processes; process various department bills and reconcile accounts.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
• Develop and produce reports.
• Assist with preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Coordinate preparation, set up and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.

Position Specific Details - Supplemental Duties & Responsibilities

• Key resource and primary contact for the department administrators for the Mountain Pass appointment and renewal system for all teaching and research track faculty.
• Coordinates closely with Whiting’s Office of Institutional Research to maintain accurate faculty data for internal and external reporting needs.
• Generates and disseminates faculty appointment letters; tracks and records all actions with a high degree of attention to detail and accuracy.
• Updates and maintains database of critical faculty information and keeps the electronic repository of faculty documents in accordance with best practices for file retention and confidentiality.
• Under the supervision of the Vice Dean for Faculty and/or the Director of Faculty Life Cycle processes academic appointments, from initiation to termination including reviewing faculty appointment documents for accuracy and completion.

• High school diploma or graduation equivalent.

• Four years 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.

• Bachelor's Degree from a regionally accredited college or university preferred.
• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Strong experience managing and reporting on data.
• Experience in higher education environment preferred.
• Professional, service-oriented individual who is meticulous and detail oriented and interested in taking ownership of their work.

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Calendar Management - Intermediate

• Event Coordination - Intermediate

• Financial Administration - Intermediate

• Interpersonal Skills - Intermediate

• Meeting Coordination - Intermediate

• Office Procedures - Intermediate

• Oral and Written Communications - Intermediate

• Organizational Skills - Intermediate

• Project Management - Developing

• Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Sr. Administrative Coordinator 
Job Posting Title (Working Title): WSE Faculty Affairs Coordinator (Faculty Affairs)   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F, 37.5 hrs/wk 
FLSA Status: Non-Exempt 
Location: Hybrid/Homewood Campus  
Department name: Faculty Affairs   
Personnel area: Whiting School of Engineering