Job Description

We are seeking a Faculty Affairs Program Specialist to provide specialized administrative leadership for faculty affairs within the Department of Biomedical Engineering, supporting the full lifecycle of faculty appointments, promotions, annual reviews, and onboarding. This position serves as the primary coordinator for faculty affairs processes for Whiting School of Engineering faculty, ensuring compliance with university policies and facilitating timely completion of faculty-related administrative activities.

The Program Specialist will independently manage the planning, implementation, and execution of a significant program within a department. The Program Specialist is responsible for all administrative and financial functions, events, reporting, supervision and/or oversight of operational staff with program responsibilities.

Specific Duties & Responsibilities

• Set goals and conduct planning to meet program objectives.
• Develop, maintain, and oversee timelines for all special activities, ensuring timely completion of deliverables.
• Develop budget and manage program expenses, projections, and reporting.
• Plan and manage outreach activities and internal events, working with vendors and internal resources as needed.
• Create, develop and expand communications via websites, social media channels, and publication materials as needed.
• Represent the program internally and externally.
• Ensure timely, accurate and appropriate reporting of program activities.
• Monitor, evaluate and implement business practices and procedures to support the day-to-day operational needs of the program.
• Review and evaluate program needs, while maintaining cost effectiveness.
• Manage and oversee the timely compilation of annual reports and work plans.
• May supervise and/or oversee operational staff with program responsibilities.
• Other duties as assigned.

In addition to the duties described above

• Coordinate departmental faculty searches, including candidate interview logistics, faculty appointment votes, and administrative support throughout the recruitment and selection process.
• Manage administrative processes for faculty appointments and promotions, including coordinating external evaluation letters, facilitating departmental voting, compiling and documenting vote results, preparing nomination materials for Department Director review and signature, and submitting completed promotion and appointment packages.
• Coordinate credentialing, appointment, and onboarding documentation for newly recruited faculty, including specialized processing for Bloomberg Distinguished Professor (BDP) appointments.
• Administer the faculty annual review process in collaboration with departmental leadership, including coordinating required documentation, tracking completion of annual review materials, and scheduling review meetings.
• Coordinate faculty personnel actions, including appointment renewals, administrative role renewals, and bonus processes, while ensuring compliance with institutional policies and deadlines.

Minimum Qualifications

• Bachelor's Degree.

• Two 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

Technical Qualifications & Specialized Certifications

• Highly proficient with Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Technical Skills & Expected Level of Proficiency

• Budget Management - Advanced
• Digital Communications - Advanced
• Documentation and Reporting - Advanced
• Event Planning - Advanced
• Operational Oversight - Advanced
• Oral and Written Communications - Advanced
• Program Management - Advanced
• Resource Management - Advanced
• Workflow Management - Advanced

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Program Specialist
Job Posting Title (Working Title): Faculty Affairs Program Specialist (Department of Biomedical Engineering)
Role/Level/Range: ATP/03/PC
Starting Salary Range: $55,145 - $96,760 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F, 37.5 hrs wkly
FLSA Status: Exempt
Location: Hybrid/Homewood Campus
Department name: Biomedical Engineering - Admin & Finance
Personnel area: Whiting School of Engineering