Administrative Manager, Faculty Affairs

Maryland, United States
$58,695 to $80,628 per year
16 Oct 2018
End of advertisement period
16 Dec 2018
Contract Type
Full Time

Role/Level/Range: ATP/04/PD 
Starting Salary Range: $58,695 to $80,628 per year
Employee group: Full Time 
Schedule: M-F, 8:30 a.m. to 5 p.m. 
Exempt Status: Exempt ​​​​​​​ 
Location: 01-MD:Homewood Campus 
Department name: 60000177-Faculty Affairs 
Personnel area: Whiting School of Engineering

General Summary/Purpose:

Under the supervision of the Vice Dean for Faculty, the Director of WSE Faculty Affairs has responsibility for the management of the Office of Faculty Affairs in the Dean’s Office.  In close collaboration with the Vice Dean for Faculty, as well as the other associate deans, department chairs, research center directors, individual faculty members and departmental staff, the director provides leadership working across WSE on programming, policies, and processes to ensure engagement and collaboration of appropriate groups to support and develop highly effective faculty.  The director creates programs, plans, policies and processes in support of the faculty affairs function for the school’s nine academic departments and associated academic and research centers.  In this role, the Director of WSE Faculty Affairs provides leadership and support of all aspects of the school’s faculty affairs function, including oversight of all of the processes within the faculty lifecycle, including recruitment and retention; onboarding; reappointment, promotion and tenure; governance and leadership; annual activity reporting and salary-setting; leaves of absence, development and recognition; and retirement and offboarding.  The Director also provides leadership and support for the school’s strategic faculty initiatives, i.e. diversity. 

Specific Duties & Responsibilities:

Faculty Affairs Management

  • Supports the Vice Dean of Faculty by managing the day-to-day operations of the office of Faculty Affairs, including identifying and setting measurable goals, targets, and deadlines
  • Leads and manages all faculty affairs processes supporting the continuum of the faculty lifecycle, including hiring plan development and recruitment, coordination (and preparation, if needed) of appointment letters and supporting spreadsheets, immigration and onboarding, retention, reappointment, promotion, tenure, retirement, resignation, and leadership and recognition
  • Oversees and facilitates implementation of all policies and procedures for academic appointment, reappointment, promotion, tenure and separation of all faculty members
  • Ensures adherence to all academic policies, procedures and regulations pertaining to appointment and employment
  • Keeps department and school administrators informed about process and systems changes in the administration and all aspects of the of full-time faculty life cycle; responds to requests for information in a timely and professional manner
  • Oversees annual faculty activities including activity reporting and salary planning; conflict of interest reporting and management; and leaves of absence
  • Serves as a resource for information related to academic career development, supporting faculty members from initial appointment to promotion to retirement
  • Ensures compliance and best practices across academic departments in the handling of faculty appointments and searches
  • Ensures training of staff involved in faculty affairs with regard to proper processes and related policies
  • Oversees administration of new Chairs’ and Directors’ orientation - Serves as the primary resource for faculty affairs administration guidance for departmental staff
  • Identifies and implements process improvement strategies to optimize workflow within the Dean’s Office and across the school
  • Recommends use of technology to enhance processes
  • Conducts ad hoc analysis to support decision-making; oversees management of faculty records and commitment tracking
  • Manages logistical support for external department reviews
  • Supervises the maintenance of Access database, or other appropriate tool, to track promotion stage and review on their tenure clock  
  • Coordinates with institutional research to maintain accurate faculty data in FacultyForce
  • Supports Vice Dean of Faculty with all aspects of faculty awards
  • Contributes to and participates in University-related projects as requested

Supervision of Dean’s Office Administrative Staff

  • Supervises and manages the  Dean’s Office Senior Administrative Coordinator, Administrative Coordinator, and Office Secretary positions
  • Completes annual performance evaluations for Dean’s Office administrative staff
  • Organizes and leads administrative team meetings to ensure coordination between administrative staff
  • Provides onboarding and training of new administrative support staff
  • Assigns tasks to Dean’s Office administrative staff as needed

Special Projects

Manages special projects or assignments as assigned by the Vice Dean or the Executive Leadership Team.  Examples include:

  • Coordinates Department Head searches
  • Develops and supports faculty diversity and inclusion initiatives in coordination with Associate Dean for Diversity and Inclusion
  • Develops and supports faculty mentoring program

Minimum Qualifications (Mandatory):

  • Bachelor's degree in business, finance, accounting, or other related field.
  • Five years progressively responsible professional-level administrative or financial experience related to monetary or non-monetary resources of a department, center or unit.
  • A master's degree in a related field may substitute for required experience and additional experience may substitute for education, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula: 

30 undergraduate degree credits or 18 graduate degree credits = 1 year of experience.

Preferred Qualifications:

  • Master's degree strongly preferred. 
  • At least five years’ experience in higher education, preferably in fields of faculty affairs, academic program administration, or business administration.

Special Knowledge, Skills, and Abilities:

  • Must be detail oriented and highly analytical.
  • Ability to effectively supervise both professional and administrative staff.
  • Ability to work independently with authority and minimal supervision.
  • Ability to maintain confidences with discreet, tactful behavior at all times.
  • Ability to develop and maintain relationships, as well as work effectively with all levels of faculty, staff, and administration within the school and university as well as external contacts including alumni, and advisory boards with a high degree of sensitivity and professionalism.
  • Must be highly organized with strong attention to detail with the ability to prioritize multiple responsibilities of the position as well as assisting others.
  • Ability to address/resolve difficult multi-faceted problems.
  • Ability to work for extended periods without direction, prioritize own work, work with flexibility on several tasks simultaneously and to meet concurrent deadlines as required.
  • Ability to make independent judgments and to act on decisions on a daily basis.
  • Must possess strong leadership skills to achieve organizational goals in a fast-paced office.
  • Must possess excellent interpersonal, organizational, verbal, and written communication skills.

Technical Qualifications or Specialized Certifications:

  • Must be proficient with databases/spreadsheets, Microsoft Office, JHU financial and academic systems (i.e. SAP, SIS), including development of reports and effective methodology for presenting and displaying data.

The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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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