The Whiting School of Engineering has a $249 million annual operating budget in addition to a $10-15 million annual capital budget. The Whiting School is organized into nine academic departments, twenty-two research centers and institutes, and three academic centers with over 160 tenured/tenure-track faculty members.
Under the supervision of the Director of Faculty Affairs, the WSE Faculty Affairs Coordinator supports faculty recruitment, evaluation, and appointment systems for all full time and part time faculty in WSE. The incumbent works closely with the Director of Faculty Affairs 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 maintaining the Vice Dean's and Director of Faculty Affairs' 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 learn to 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, processes academic appointments, from initiation to termination including reviewing faculty appointment documents for accuracy and completion;
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 i.e. change of status, reimbursement of faculty relocation expenses, 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
Assists the Director of Faculty Affairs in coordinating site visits for department head and center director candidates, which include scheduling meetings with faculty, arranging hotel accommodations, and travel arrangements;
Under the direction of the Director and/or Vice Dean, oversees the New Faculty Orientation 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;
Researches and compiles faculty data for special projects as needed, working with the school's office of institutional research;
Supports the Vice Dean for Faculty and the Director of Faculty Affairs including calendaring (which includes anticipating their needs in order to prepare them for meetings and events) and travel planning/arrangements;
Provide scheduling and support for faculty affairs meetings and committees, including Engineering Faculty Academic Advisory Committee (EFAAC) meetings and other routine and ad hoc meetings as needed;
Respond to inquiries in a timely manner, appreciating the need for confidentiality, using discretion and a high level of service;
Initiate moving reimbursements for faculty while working with the director to make sure WSE policies are up to date in accordance with IRS regulations;
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%) – Works with the Vice Dean and the Director of Faculty Affairs on additional projects; examples include:
Logistical support of Executive Searches
Support of faculty diversity and inclusion initiatives in coordination with Assistant Dean for Diversity and Inclusion
Support of the faculty mentoring program
Minimum qualifications (mandatory):
High School Diploma/GED.
Three years of related experience required
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.
Special knowledge, skills, and abilities:
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.
Classified Title: Administrative Coordinator Working Title: Faculty Affairs Coordinator WSE Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: $17.42 to $23.95 Employee group: Full Time Schedule: M-F, 8:30 a.m. to 5 p.m. Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001468-Office of the Dean Personnel area: Whiting School of Engineering
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 firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.