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Requisition ID:  117773

WSE Faculty Affairs Coordinator

Under the supervision of the Director of Faculty Life Cycle the WSE Faculty Affairs Coordinator supports 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 works closely with the Director of Faculty Life Cycle, the Director of Faculty Recruitment, the Director of Faculty Governance, and the Vice Dean for Faculty to ensure 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 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. 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 Life Cycle processes academic appointments, from initiation to termination including reviewing faculty appointment documents for accuracy and completion.
  • Supports the Vice Dean for Faculty in calendaring which includes anticipating their needs in order to prepare them for meetings and events and travel planning/arrangements.
  • Support department head searches by providing administrative and logistical support, including processing reimbursements for visitors and processing invoices for vendors.
  • Financial processes, including processing reimbursements, invoice processing, non-employee expense reimbursements and other actions in SAP and related financial systems.
  • Updates and 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 Life Cycle 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.
  • Coordinates closely with Whiting’s Office of Institutional Research to maintain accurate faculty data for internal and external reporting needs.
  • Key resource and primary contact for the department administrators for the Mountain Pass appointment and renewal system for all teaching and research track faculty.
  • Supports Vice Dean for Special Projects with all aspects of faculty awards.
  • Research and compiles faculty data for special projects as needed, working with the school's office of institutional research.
  • Respond to inquiries in a timely manner, appreciating the need for confidentiality, using discretion and a high level of service.
  • Initiate office supply ordering
  • Other duties and projects as assigned.


Additional Project Coordination (15%)

  • Works with the Vice Dean, the Director of Faculty Life Cycle, the Director of Faculty Recruitment, and the Director of Faculty Governance on additional projects.
  • Logistical support of Executive Searches.
  • Support of faculty initiatives in coordination with Associate Dean of Outreach and Belonging.


Special Knowledge, Skills, & Abilities

  • Strong experience managing and reporting on data.
  • 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.
  • 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.


Minimum Qualifications
  • High School Diploma or graduation equivalent
  • Five years progressively responsible administrative experience
  • Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • 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: $21.25 - $36.90 HRLY (Commensurate w/exp.) 
Employee group: Full Time 
Schedule: 37.5 hrs/wk, M-F 
FLSA Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Faculty Affairs  
Personnel area: Whiting School of Engineering 

 

 

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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