Inside Higher Ed
WSE Faculty Affairs Coordinator (Faculty Affairs)
Inside Higher Ed, Baltimore, Maryland, United States, 21276
WSE Faculty Affairs Coordinator (Faculty Affairs)
Under the supervision of the Director of Faculty Life Cycle, we are seeking a WSE Faculty Affairs Coordinator who will support faculty appointments for all full‑time and part‑time teaching and research faculty in WSE, as well as maintain and report critical faculty data. The incumbent provides administrative support for day‑to‑day office operations, including processing non‑tenure‑track faculty appointments, maintaining the Vice Dean’s calendar, and assisting with faculty affairs projects, meeting coordination, and event planning.
Specific Duties & 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.
Position Specific Details – Supplemental Duties & Responsibilities
Key resource and primary contact for the department administrators for the Mountain Pass appointment and renewal system for all teaching and research track faculty.
Coordinates closely with Whiting’s Office of Institutional Research to maintain accurate faculty data for internal and external reporting needs.
Generates and disseminates faculty appointment letters; tracks and records all actions with a high degree of attention to detail and accuracy.
Updates and maintains database of critical faculty information and keeps the electronic repository of faculty documents in accordance with best practices for file retention and confidentiality.
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.
Minimum Qualifications
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.
Preferred Qualifications
Bachelor’s Degree from a regionally accredited college or university preferred.
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Strong experience managing and reporting on data.
Experience in higher education environment preferred.
Professional, service‑oriented individual who is meticulous and detail oriented and interested in taking ownership of their work.
Technical Qualifications & Specialized Certifications
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Technical Skills & Expected Level of Proficiency
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
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: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
#J-18808-Ljbffr
Specific Duties & 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.
Position Specific Details – Supplemental Duties & Responsibilities
Key resource and primary contact for the department administrators for the Mountain Pass appointment and renewal system for all teaching and research track faculty.
Coordinates closely with Whiting’s Office of Institutional Research to maintain accurate faculty data for internal and external reporting needs.
Generates and disseminates faculty appointment letters; tracks and records all actions with a high degree of attention to detail and accuracy.
Updates and maintains database of critical faculty information and keeps the electronic repository of faculty documents in accordance with best practices for file retention and confidentiality.
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.
Minimum Qualifications
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.
Preferred Qualifications
Bachelor’s Degree from a regionally accredited college or university preferred.
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Strong experience managing and reporting on data.
Experience in higher education environment preferred.
Professional, service‑oriented individual who is meticulous and detail oriented and interested in taking ownership of their work.
Technical Qualifications & Specialized Certifications
Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Technical Skills & Expected Level of Proficiency
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
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: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf
#J-18808-Ljbffr