Career Center
California
South San Francisco, California
Mount Pleasant, Michigan
Posted: 09-Feb-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 107740-en_US
Johns Hopkins University Carey Business School is seeking a Faculty Affairs Administrator to serve as a primary administrative point of contact for the Office of Faculty & Research (OFR), reporting to the Director of OFR and working closely with the Vice Dean for Faculty and Research and various search committee chairs.
Responsibilities include but are not limited to, Leading the administrative efforts for faculty onboarding & orientations, assisting the curriculum committee, serving as the administrative lead for faculty initiatives/projects, coordinating processes for visiting scholars, and administering relevant faculty policies and processes.
Developing and maintaining various databases, including faculty record-keeping systems.
Specific Duties & Responsibilities
Administrative
- Exchanges non-routine and often highly confidential information using tact and persuasion, requiring good oral and written communication skills. Regular communication with individuals and groups across the School and University and with external constituents.
- Uses various software applications, such as spreadsheets and relational databases, to create, compile, manipulate and/or format data and/or reports, including working with SIS and SAP.
Initiatives for Faculty Support
- Serve as liaison for Vice Dean for Faculty & Research with senior faculty on select projects or annual/semi-annual initiatives, for example,
- Determining faculty committees
- DLA Piper Visitor nominations
- Sabbatical requests
- Courtesy appointments
- Internal grant proposal, etc.
- Assist the Vice Dean for Faculty & Research and Associate Dean for Faculty Affairs in select recurring academic year faculty administrative projects and activities, for example,
- Peer class observation matching
- AACSB faculty qualification determination and tracking, etc.
- Work with OFR Lead in managing the Academic Research Conferences proposal and approval process, including working with the cross-functional staff team and advising faculty on initial budget development.
Onboarding & New Faculty Orientation
- Provide onboarding services to new full-time faculty, visiting faculty, visiting students, and visiting scholars. Communicate building operations processes, IT information, University policies and procedures, and additional resources to new faculty and visiting faculty/students/scholars.
- Work closely with various departments (HR, Operations, IT, OIS, Finance) to efficiently onboard and set up new faculty and visiting faculty/students/scholars on their start date.
- Uphold University faculty policy and procedures.
- Collaborate with the HR department for the Visa coordination process for international faculty and visiting scholars to ensure Visa processing is timely and accurate.
- Assist newly hired faculty with relocation guidelines, if applicable.
- Coordinate New Faculty Orientation event. Collaborate with all School departments, Dean and Vice Deans, current and newly hired faculty, students, and alumni. Schedule department presentations and Student Panel, gather materials, organize event agenda, and serve as primary administrative lead during event.
Conflicts of Interest Compliance
- Oversee faculty compliance with the University's Conflicts of Interest and Conflict of Commitment policy by reviewing all faculty disclosures within eDisclose.
- Work with Vice Dean for Faculty & Research to approve or disapprove faculty disclosures, ensuring that appropriate conditions, guidelines, and outcomes are communicated with the faculty.
- Conduct Annual Certification process within eDisclose, in compliance with University policies and procedures.
- Liaise with the School of Medicines Division of Outside Interests department for disclosure processes.
Data Management
- Establish and maintain adjunct faculty and visiting scholar personnel records within an electronic data management system.
- Input, maintain, calculate, and report on the timing of individual faculty contract renewals, tenure clocks, sabbaticals, etc.
- Liaise with HR Department to ensure efficient management and flow of data, with accurate permissions granted.
- Provide reports and analysis on faculty data at the request of the Vice Dean for Faculty & Research.
- Track and gather necessary information for faculty Outside Appointment Requests. Liaise with the HR department, Vice Dean for Faculty & Research, and JHU Export Control Office, if applicable, to the faculty request.
Curriculum Committee Support
- Create meeting invitations for the Curriculum Committee meetings.
- Attend Curriculum Committee meetings and write meeting minutes.
- Distribute course development form to faculty when requested.
- Manage course materials provided to the curriculum committee.
- Manage course development form throughout the process and share completed form with other Carey departments.
Other Duties, as assigned, may include.
- Faculty Appointment & Promotion Process Gather and organize current faculty member dossiers, schedule academic board meetings, distribute accurate re-appointment letters for adjunct faculty, etc.
- Provide assistance to the OFR team for events, hosting external visitors, etc., as needed.
- Assist the OFR Director and Vice Dean for Faculty & Research in writing new policies and processes.
Note
- Occasional evening and weekend work may be required to accommodate departmental needs.
- The position will be located in Harbor East with occasional trips to the Washington, DC campus to help support specific Vice Dean and/or OFR activities.
Special Knowledge, Skills, & Abilities
- Demonstrated understanding of faculty needs and affairs.
- General working knowledge of human resource-related practices, including recruitment procedures and record keeping, as well as employee relations.
- Demonstrated ability to work independently, take initiative to resolve issues, and exercise professional judgment.
- As a representative of the School, presents a professional and polished image to guests, candidates, and other stakeholders.
- Strong oral and professional written communication skills and ability to interact effectively with diverse clientele at all levels of an organization.
- Ability to maintain a high level of confidentiality and discretion.
- Highly organized with keen attention to detail and the ability to prioritize multiple responsibilities.
- Ability to interact collaboratively with staff in a fast-paced environment, remaining flexible, proactive, resourceful and efficient.
- Experience in office administration, record keeping systems, effective scheduling and administrative support services.
- Advanced MS Office Suite skills including Word, Excel, PowerPoint and Access, professional email skills and etiquette, Outlook calendaring proficiency.
- Ability to develop and maintain databases to organize and store information, including ability to perform data entry efficiently and accurately.
- Strong expertise in the use of databases/spreadsheets and ease with using technology to create administrative efficiencies; and an interest in staying technically current and mastering new software or university on-line systems.
- Strong meeting planning and logistics management skills.
- Must be collaborative with excellent interpersonal and client services skills and the ability to build solid working relationships across the School and University.
- Strong negotiating and interpersonal skills; ability to effectively network and build relationships with various internal and external constituencies.
- Strong ability to assess priorities, respond quickly to changing needs, and balance competing responsibilities.
- Strong ability to work at a fast pace under work distractions, multitask under time pressure.
- Strong problem-solving skills. Ability to determine the information necessary to research and /or resolve the problem, to identify and collect information, to report on and make recommendations and/or to take appropriate action.
- Strong attention to detail and highly organized. As a representative of the Vice Dean for Faculty & Research and OFR, accuracy of work and ability to organize and respond to requests in a timely manner is of utmost importance.
- Demonstrated ability to work effectively with a diverse workforce.
- Strong experience in working with organizations and individuals in international setting; cross- cultural competence and experience of working in a multi-cultural environment.
Minimum Qualifications
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Prior academic and faculty experience strongly preferred.
- Knowledge of SAP or other enterprise resource software preferred.
- Knowledge of Digital Measures and/or Faculty Force databases preferred.
Classified Title: Sr. Administrative Coordinator
Working Title: Faculty Affairs Administrator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $20.40-$28.00-$35.70 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 WK5
Exempt Status: Non-Exempt
Location: JH at Harbor East
Department name: Faculty & Research Administration
Personnel area: Carey Business School
Total Rewards
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/
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 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.
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.
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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 accessibility.jhu.edu.
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. 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 on 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.
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