WSE Faculty Affairs Coordinator (117773)

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 daytoday operations of the office by processing nontenure track faculty appointments maintaining the Vice Deans 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 schools 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 nonemployee 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 uptodate 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 Whitings 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 schools 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 serviceoriented individual who is interested in taking ownership of their work.
• Must be meticulous and detail oriented.
• Selfmotivated 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.

• 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.

• Bachelors 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 MF
FLSA Status:NonExempt
Location:Hybrid/Homewood Campus
Department name: Faculty Affairs
Personnel area: Whiting School of Engineering