Faculty Recruitment and Logistics Coordinator

1 month ago

Baltimore, United States InsideHigherEd Full time

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, the Office of Faculty Affairs (OFA) is opening a new position for a Faculty Recruitment and Logistics 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, travel reimbursements, 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 (80%)

  • 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.
  • Process travel/meal reimbursements, create purchase orders, and other actions in SAP.
  • Maintain multiple databases of critical faculty information, including target recruitment lists and faculty search dashboards.
  • Assist the Director of Faculty Recruitment in coordinating site visits for department head and center director searches, including scheduling interviews, arranging hotel accommodations, and booking travel arrangements.
  • Assemble marketing and recruitment materials for faculty candidates.
  • Support faculty diversity and inclusion initiatives in coordination with Assistant Dean for Diversity and Inclusion.
  • 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.
  • 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 (20%)

  • Support OFA with faculty appointments and reappointments i.e. tenure, promotions, sabbatical eligibility, leave status, retirement schedules, and emeritus requests.
  • Research and compile faculty data for special projects as needed, working with the school's Office of Institutional Research.
  • Support various faculty-focused events, including the Faculty Orientation Program.
  • Coordinate and execute special faculty events and lectures, and the Faculty Orientation Program.
  • Keep the electronic repository of faculty documents in accordance with best practices for file retention and confidentiality.
  • Maintain and update faculty affairs website(s) and all uploaded documentation.
  • Initiate office supply ordering, reimbursements, and reconcile office accounts.
  • Cross train in other OFA programs.

Special Knowledge, Skills, & Abilities

  • 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, 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 Logistics Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hrs/wk, M-F
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Faculty Affairs
Personnel area: Whiting School of Engineering

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