We are seeking a Faculty Records Administrator who will be a member of the Promotions Team within the Office of the Dean of the Johns Hopkins University School of Medicine (SOM). The Faculty Records Administrator plays an integral role in facilitating the process for faculty appointments and promotions in accordance with the policies and guidelines of the SOM. The position serves as an expert resource and supports promotion and appointment committees, the Office of the Dean, the Advisory Board of the Medical Faculty, department credentialing staff, and stakeholders across the institution. This position also supports the Dean’s office with searches and recruitment of leadership and executive positions, and other strategic projects.

Specific Duties & Responsibilities

• Oversee faculty appointments, promotions, and professional activities processes of the full-time faculty of SOM.
• Administer the faculty promotion and tenure process as mandated in the Policies and Guidelines governing appointments, promotions and professional activities of the fulltime faculty of the Johns Hopkins University School of Medicine (Gold Book) and the Professional Development Guide for the faculty of the Johns Hopkins University School of Medicine (Silver Book)
• Apply thorough knowledge and understanding of the Gold Book and Silver Book to interpret, explain, and implement faculty appointments, promotions, and professional activities guidelines, rules, policies, and procedures.
• Review incoming recommendations for appointment and promotion requests for compliance with SOM appointment and promotion policies and prepare agenda for Advisory Board action on recommended appointments.
• Continuously review and improve the online application to streamline the application process for candidates, simplify the candidate evaluation process for referees, automate administrative processes for the promotion committee coordinators, and align the applications of the Professorial Promotions Committee (PPC), CEPC, and APPC to the greatest extent possible in collaboration with respective administrative leads.
• Advise and support department credentialing coordinators and faculty by facilitating trainings in coordination with the Office of Faculty, providing guidance, and creating and disseminating instructional documents and information relevant to the promotion/appointment process.
• Collect, track and analyze data and create reports, proposals, and presentations for SOM leadership and faculty stakeholders.
• Collaborate with Dean’s Office events staff on the annual reception for newly appointed/promoted associate professors and professors.
• Advise and support the assigned promotion committees (CEPC, PPC or APPC); provide direction to candidates on required materials; serve as liaison to the division(s) and the University.
• Ensure compliance with the policies, procedures and the regulations of the University, SOM, affiliated organizations, and external agencies.
• Triage incoming inquiries, ensuring that each inquiry is appropriately resolved in a timely manner in accordance with applicable promotions policies and procedures.
• Serve as a back-up to the CEPC, PPC and APPC coordinators as needed.
• Review and proof list of Assistant Professor appointments and promotions for Agenda Committee meeting.
• Work with Office of the Dean to obtain necessary additional approvals for Professors, Associate Professors, Sabbaticals and Emeritus appointments.
• Draft Dean’s Letter of Support for all professorial candidates in preparation for submission to the Tenure Advisory Committee (TAC).
• Act as the TAC Administrator for the School of Medicine, ensuring the accurate and timely submission of cases to the TAC. Works closely with the Administrator of the TAC, serving as the point of contact with the SOM.
• Advise and support Department Director search committees by liaising with the division, Dean’s office, and HR; manage applicant database, plan candidate visits, coordinate advertisement logistics, and serve as a candidate resource. Additionally, monitor committee activities to ensure follow-up. When required, serve as the search coordinator for institutional leadership searches, acting as the point of contact and representing School of Medicine leaders to facilitate searches and processes with HR, search firms, applicants, and other stakeholders.
• Other duties and special projects as assigned.

• Bachelor’s Degree.
• Four years of progressively responsible experience in administrative or academic administration role in a higher education environment
• 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.

• Knowledge of academic policies related to faculty .   
• Experience in an academic medicine environment.

• Familiarity with and experience with the SOM Gold Book and Silver Book.

• Experience with recruitment and hiring processes.

Classified Title: Faculty Records Administrator 
Role/Level/Range: ACRP/03/MD  
Starting Salary Range: $55,800 - $97,600 Annually ($70,480 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 AM - 5:00 PM 
FLSA Status: Exempt 
Location: Hybrid/School of Medicine Campus  
Department name: SOM Admin Exec Off Gen Administration   
Personnel area: School of Medicine 

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About Johns Hopkins University

The Johns Hopkins University (JHU) was founded in 1876 as the nation's first research university, dedicated to bringing the benefits of discovery to the world. JHU is the largest private employer in Baltimore and Maryland, making a large economic impact in the city and state. We enroll more than 30,000 full- and part-time students across nine academic divisions, offering in-person and remote learning in over 400 programs. Not only are we located in Baltimore, but we also have a presence in Washington, D.C.

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