Faculty Affairs Administrator (Office of Faculty and Research)

Johns Hopkins University•Baltimore, MD

28d•$21 - $37•Hybrid

About The Position

The JHU Carey Business School is seeking a Faculty Affairs Administrator for the Office of Faculty and Research (OFR) based in Harbor East, Baltimore with occasional travel to DC required. This position serves as a primary administrative point of contact for OFR, reporting to the Faculty Information Administrator and working closely with the Vice Dean for Faculty and Research and various search committee chairs. The Faculty Affairs Administrator will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Requirements

High school diploma or graduation equivalent.
Four years of related experience.
Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Calendar Management - Intermediate
Event Coordination - Intermediate
Financial Administration - Intermediate
Interpersonal Skills - Intermediate
Meeting Coordination - Intermediate
Office Procedures - Intermediate
Oral and Written Communications - Intermediate
Organizational Skills: Intermediate
Project Management: Developing
Report Writing - Intermediate

Responsibilities

Plan, support, and organize daily activities of the office, unit or program.
Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership or comparable business leaders.
Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development.
May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
Independently develop and manage complex and key administrative projects (databases, reports, grant proposals, office workflow, records control, course materials).
Coordinate purchasing processes; process various department bills and reconcile accounts.
Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor and follow-up on action items.
Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
May serve as the liaison or office contact with facilities or other service providers.
Identify and resolve administrative problems and issues.
Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, personnel requirements).
Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret and communicate operating policies.
Develop and produce reports.
Assist with preparation of presentations.
Assist with planning special events/functions, including workshops, conferences, etc.
Coordinate preparation, set up and logistics for department/office events/functions.
May perform some non-routine and confidential administrative functions.
Coordinate work assignments of students and/or temporary office support, as needed.
Other duties as assigned.
Coordinate comprehensive onboarding and orientation for new full-time and visiting faculty, students, and scholars, including cross-department setup (HR, Operations, IT, OIS, Finance), relocation guidance, and serving as the primary administrative lead for the New Faculty Orientation event.
Administer faculty’s compliance with the Conflicts of Interest and Conflicts of Commitment policy by reviewing disclosures in eDisclose with leadership and conducting the annual certification process.
Serve as a liaison to the Vice Dean for Faculty & Research and Associate Dean for Faculty Affairs on recurring faculty initiatives such as annual Faculty Committee Assignments, Courtesy Appointments, and providing calendar support to the Carey Faculty Advisory Committee.
In tandem with the Vice Dean for Faculty & Research and the Dean’s office, serve as the administrative lead for the annual faculty evaluation process. Maintain faculty data systems and tracking records for contract renewal.
Provides administrative support for faculty recruitment which includes but is not limited to posting positions in Interfolio, supporting the faculty hiring committees, and coordinating the campus visit for candidates.