Career Center
Washington, D.C.
Boston, Massachusetts
Berkeley, California
Boston, Massachusetts
Posted: 02-Aug-23
Location: Baltimore, Maryland
Salary: Open
Internal Number: 110370-en_US
WE are seeking an Academic Affairs & Council Coordinator who will be a member of the HR team and supports the Krieger School of Arts & Sciences through a collaborative work environment by playing an integral role in the administration of the school's faculty employment life cycle. Under the direction of the HR Director, and in close partnership with the Vice Deans for Faculty, the coordinator provides counsel on faculty matters in the areas of policy, procedures, and practice of the Academic Council and coordinates all aspects of the Academic Council's administrative functions, including management of the faculty appointments and promotions.
This role ensures the school's compliance with university and Academic Council policies and manages daily administrative activities as they pertain to the administration of human resources functions including, but not limited to, hiring, offboarding, leave administration, compensation, and contract terms for the school's faculty. This position serves as a consultant and subject-matter expert for faculty and departments, providing high-quality work with strong attention to detail and accuracy. Promotes actions that maintain an environment that integrates diversity, differences, and fairness.
Specific Duties & Responsibilities
70% - Academic Council Administration
- Partners with the Homewood Academic Council Administrator for the Whiting School of Engineering to,
- Gather, Record, and Distribute of support materials required of the Academic Council to conduct their business.
- Schedule Academic Council meetings and invite guest participants for the Krieger School as requested by the council.
- Maintain the Academic Council website.
- Serve as the administrative liaison between Academic Council subcommittees and standing committee members.
- Manage the annual election process.
- Actively participate in the yearly junior faculty lunches. Provides the information needed to the HR Administrative Coordinator to plan and organize lunches.
- Attend Academic Council meetings, take and maintain meeting minutes.
- Provide administrative support for the Homewood Graduate Board including scheduling meetings, distributing material, advising on policies and procedures, and taking meeting minutes.
- Provides guidance to the Krieger school members of the Academic Council on Council policy, procedures, and practice.
- Provides consultation to deans, department chairs, administrators, and faculty regarding Academic Council procedures, and the faculty appointment and promotion process.
- Provides support to ad hoc committees reviewing appointment and promotion cases, including managing external evaluation collection on behalf of ad hoc committees.
- Drafts Academic Council related correspondence for the deans as requested.
30 % - Faculty HR Administration
- Works closely with department administrators and the HR Operations and Compliance team to assist with preparing and distributing appointments and reappointments letters for signature and ensuring changes are processed in a timely manner.
- Communicates incoming and outgoing department chair appointments to ensure records are updated in accordance with the agreed upon terms.
- Partners with the HR Client Services team on the faculty recruitment process. Maintains search documents, short lists, and closes out searches within the Interfolio system.
- Coordinates with leadership on Letter of Intent process.
- In collaboration with the Director of Human Resources, devise systems for organizing and executing faculty actions and processes.
- Disseminates faculty compensation updates to the HR Operations and Compliance team as needed in order to draft appointment renewals and process changes.
- Provides guidance to faculty and/or Sr. HR Coordinators on the sabbatical process. Verifies sabbatical determination and decisions are communicated and tracked.
- Ensures faculty HR records are accurate. Conducts routine data audits and maintains standard reports to include but not limited to demographic information, contract lengths, renewals, academy membership, retentions, joint and secondary appointments, and retirement eligibility.
- Ensures faculty employment files and lists are up to date.
- Serves as the school administrator for Interfolio RPT.
Minimum Qualifications
- High School Diploma/GED.
- Five years progressively responsible administrative/academic experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor's degree preferred.
- Five plus years of experience in an institution of higher education within a Dean's Office or academic department, or corporate executive office strongly preferred.
Special Knowledge, Skills, & Abilities
- Executive-level administrative skills.
- High level of attention to detail and organization.
- Ability to engage in multiple tasks simultaneously.
- Ability to work independently and to set appropriate priorities in order to meet deadlines.
- Excellent oral, interpersonal, and written communication skills.
- Excellent Microsoft Office skills.
- Knowledge of SAP and other JHU systems is preferred.
Classified Title: Sr. Academic Program Coordinator
Working Title: Academic Affairs & Council Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min. $21.00/$40,950 Mid. $28.75/$56,063 Max. $36.50/$71,175 (Commensurate with experience)
Employee group: Full Time
Schedule: 37.5/M-F
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Dean Office of
Personnel area: School of Arts & Sciences
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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.
Note: Job Postings are updated daily and remain online until filled.
