Faculty Recruitment and Events Coordinator

The Gerontological Society of America (GSA).; Baltimore (MD); Hybrid; Full time

Job summary

A leading academic institution is seeking a Faculty Recruitment and Events Coordinator to enhance the faculty recruitment processes and provide administrative support. This role involves coordinating logistics for recruitment, maintaining critical databases, and supporting the Office of Faculty Affairs. Ideal candidates should possess strong organizational and communication skills, with a commitment to efficiency and confidentiality.

Qualifications

• Five years progressively responsible administrative experience required.
• Advanced experience with Microsoft Office.
• Must be meticulous, detail-oriented, and self-motivated.

Responsibilities

• Coordinate faculty recruitment logistics including interview itineraries and on-campus visits.
• Maintain databases of faculty information and assist with faculty appointments.
• Support special faculty events and lectures.

Skills

Organizational skills

Communication skills

Customer service skills

Interpersonal skills

Attention to detail

Education

High School Diploma or graduation equivalent

Bachelor's Degree from a regionally accredited college or university

Tools

Microsoft Office

Job description

The Whiting School of Engineering (WSE) recently launched an exciting faculty hiring plan to significantly grow the school's faculty over the next five years. To help with this important effort and advance other priorities for the Office of Faculty Affairs (OFA), we are excited to open a new position for a Faculty Recruitment and Events Coordinator.

Under the supervision of the Director of Faculty Recruitment, and in support of the Director of Faculty Lifecycle, this position will help ensure the school's faculty search processes are efficient, coordinated, and candidate focused. The incumbent will provide complex administrative and project support to faculty recruitment efforts, including interview coordination, logistical support, data collection, and maintenance of several search dashboards. They will be an integral member of the OFA and also provide support for the day-to-day operations of the office. The incumbent will work closely and facilitate business relationships with the school's nine academic departments and associated academic and research centers.

Specific Duties & Responsibilities

Faculty Recruitment Coordination (75%)

• Execute planning and implementation of faculty recruitment logistics, including creating interview itineraries, coordinating on-campus visits, escorting candidates to interviews, making meal reservations, reserving seminar rooms, etc.
• Maintain multiple databases of critical faculty information, including target recruitment lists and faculty search dashboards.
• Assemble marketing and recruitment materials for faculty candidates.
• Develop and maintain strong ties with administrators and departmental stakeholders to improve communication and outreach, promote an understanding of and adherence to annual deadlines, and obtain timely feedback for process improvements.
• Provide administrative support for the school's faculty search recruitment system.
• Respond to inquiries in a timely manner, appreciating the need for confidentiality, using discretion and a high level of service.
• Other duties as assigned.

Additional Project Coordination in Support of the OFA (25%)

• Coordinate and execute special faculty events and lectures (Inaugural Professorial Lectures, Faculty Retreats, etc.).
• Assist the Director of Faculty Recruitment and the Director of Faculty Lifecycle in coordinating site visits for department head and center director searches, including scheduling interviews, arranging hotel accommodations, and booking travel arrangements.
• Help coordinate and provide logistical support for external department reviews.
• Support OFA with faculty appointments and reappointments i.e. tenure, promotions, sabbatical eligibility, leave status, retirement schedules, and emeritus requests.
• Support various faculty-focused events, including the Faculty Orientation Program.
• Keep the electronic repository of faculty documents in accordance with best practices for file retention and confidentiality.
• Initiate office supply ordering, reimbursements, and reconcile office accounts.
• Cross train in other OFA programs.

Special Knowledge, Skills, & Abilities

• Excellent organizational skills.
• Proven ability to innovate and provide quality improvement.
• Strong written and verbal communication skills.
• Excellent interpersonal skills and the ability to work as part of a team.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Outstanding customer service skills and strong work ethic.
• Professional, service-oriented individual who is interested in taking ownership of their work.
• Must be meticulous and detail oriented.
• Self-motivated and interested in continually learning new skills and expanding their role in the office of Faculty Affairs over time.
• Advanced experience with Microsoft Office and ability to learn new software tools as needed.
• Unwavering commitment to confidentiality.

Minimum Qualifications

• High School Diploma or graduation equivalent
• Five years progressively responsible administrative experience
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor's Degree from a regionally accredited college or university.
• Experience in higher education environment.

Classified Title: Sr. Administrative Coordinator
Job Posting Title (Working Title): Faculty Recruitment and Events Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: 37.5 hrs/wk, M-F
FLSA Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Faculty Affairs
Personnel area: Whiting School of Engineering

Salary Range

The referenced salary range represents the minimum and maximum salaries for this position and is based on Johns Hopkins University's good faith belief at the time of posting. Not all candidates will be eligible for the upper end of the salary range. The actual compensation offered to the selected candidate may vary and will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, internal equity, market conditions, education/training and other factors, as reasonably determined by the University.

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University's salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. 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/.

Education and Experience Equivalency
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 Completing Studies
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.

Background Checks
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.

Diversity and Inclusion
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

The Johns Hopkins University is committed to equal opportunity for its faculty, staff, and students. To that end, the university does not discriminate on the basis of sex, gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status or other legally protected characteristic. The university is committed to providing qualified individuals access to all academic and employment programs, benefits and activities on the basis of demonstrated ability, performance and merit without regard to personal factors that are irrelevant to the program involved.

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

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 [e-mail]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. 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. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon 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.

Hybrid: On-site 3-4 days a week