Faculty Affairs Coordinator WSE
- Employer
- Johns Hopkins University
- Location
- Maryland, United States
- Salary
- Salary Not Specified
- Date posted
- May 7, 2021
View more
- Position Type
- Administrative, Academic Affairs, Faculty Affairs, Other Academic Affairs
- Employment Type
- Full Time
General summary/purpose:
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, theWSE Faculty Affairs Coordinatorsupports 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:
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.
Preferred qualifications:
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 atjhurecruitment@jhu.edu. 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.
EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
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 jhurecruitment@jhu.edu. 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.
EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm
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