Faculty Affairs & Academic Council Coordinator

We are seeking aFaculty Affairs & Academic Council Coordinator, who will a member of the Krieger School of Arts & Sciences (KSAS) HR team at Johns Hopkins University. This role supports KSAS by working in a collaborative work environment and by playing an integral role in the administration of the faculty employment life cycle at the school. Under the direction of the Faculty and Academic Affairs Lead, 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

The Faculty Affairs & Academic Council Coordinator, 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 role will also serve 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. This hybrid position is Monday through Friday, 8:30 am- 5:00 pm; Wednesday hours are 10:30 am - 6:00 pm to accommodate weekly meetings.

Specific Duties & Responsibilities

70% Academic Council Administration

• Partners with both the Faculty Affairs & Academic Council Administrator at Krieger School of Arts & Sciences and the Homewood Academic Council Administrator of the Whiting School of Engineering.
• Gather, Record, and Distribute 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 and 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.

• Provide 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 reappointment letters for signature and ensuring changes are processed promptly.
• Communicates incoming and outgoing department chair appointments to ensure records are updated per the agreed-upon terms.
• Partners with the HR Client Services team on the faculty recruitment process. Maintains search documents, shortlists, and closes out searches within the Interfolio system.
• Coordinates with leadership on the Letter of Intent process.
• In collaboration with the Director of Human Resources, devise systems for organizing and executing faculty actions and processes.
• Disseminate faculty compensation updates to the HR Operations and Compliance team as needed to draft appointment renewals and process changes.
• Provide 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 are 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.

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 to meet deadlines.
• Excellent oral, interpersonal, and written communication skills.
• Excellent Microsoft Office skills.
• Knowledge of SAP and other JHU systems is preferred.

• High School Diploma or graduation equivalent.
• Five years of progressively responsible administrative/academic experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

• Bachelor's degree preferred.
• Five plus years of experience in an institution of higher education within a Dean's Office academic department, or corporate executive office is strongly preferred.

Classified Title: Sr. Academic Program Coordinator
Job Posting Title (Working Title):Faculty Affairs & Academic Council Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $29.05 - $36.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: M/T/Th/F: 8:30 am - 5:00 pm. Wednesday 10:30 am - 6:00 pm.
Exempt Status:Non-Exempt
Location:Hybrid/JH at Keswick
Department name: Human Resources
Personnel area: School of Arts & Sciences