Faculty Affairs Coordinator

Job Description

The Faculty Affairs Coordinator provides administrative and operational support for faculty and postdoctoral affairs within the College of Connected Computing (CCC). This role focuses on coordinating logistics, maintaining records, and supporting processes related to faculty recruitment, appointments, and onboarding. Working under the guidance of the Faculty Affairs Manager, the Coordinator helps ensure that activities are well-organized, timely, and aligned with university policies. This position supports a high volume of detail-oriented work in a fast-paced, growing academic environment.

About the Work Unit

The College of Connected Computing is Vanderbilt's first new college in 40 years and is in the early stages of building its administrative and academic structure. This interdisciplinary college is designed to advance breakthrough discoveries and expand computing education through a "computing for all" approach. The College is expected to grow rapidly over the next three years, requiring strong coordination, attention to detail, and responsive administrative support.

Duties and Responsibilities

Faculty Recruitment and Visit Coordination

• Coordinate logistics for faculty candidate interviews and campus visits, including scheduling meetings, building detailed itineraries, and confirming participant availability

• Arrange candidate travel, lodging, and transportation, ensuring a smooth and professional experience

• Serve as a primary logistical point of contact for candidates during the visit process

• Prepare materials for search committees and assist with job postings and candidate tracking

• Process expense reimbursements related to candidate travel and recruitment activities

Faculty and Postdoctoral Onboarding Support

• Coordinate onboarding activities for new faculty and postdoctoral fellows, including scheduling onboarding meetings and tracking completion of required steps

• Work with central offices (e.g., HR, Faculty Affairs, IT) to facilitate onboarding processes such as system access, payroll setup, and required trainings

• Maintain onboarding checklists and follow up to ensure timely completion of required documentation

Appointments and Records Coordination

• Support the preparation and processing of faculty and postdoctoral appointment and reappointment materials, including drafting standard correspondence and collecting required documentation

• Maintain accurate and up-to-date records across systems (e.g., Interfolio, FIS, Oracle, RedCap)

• Track deadlines and assist in ensuring compliance with university policies and procedures

• Organize and maintain faculty and postdoctoral files for reporting and administrative purposes

Administrative and Operational Support

• Assist with routine personnel transactions (e.g., appointment updates, leaves, and other changes) by preparing and submitting required documentation

• Support procurement and expense processing, including reconciling transactions and maintaining records

• Provide general administrative support to the Dean's office and backup support to team members, as needed

• Assist with report preparation, data entry, and tracking of faculty-related activities

Collaboration and Communication

• Work closely with the Faculty Affairs Manager and other team members to support daily operations and project needs

• Communicate regularly with faculty, staff, and central offices to coordinate processes and ensure timely completion of tasks

• Provide responsive, professional support to internal and external stakeholders

• Handle sensitive and confidential information with discretion

Supervisory Relationships

This position does not have supervisory responsibility and reports administratively and functionally to the Faculty Affairs Manager. The role works in coordination with faculty affairs staff across the university.

Qualifications

• Bachelor's degree from an accredited institution or an equivalent combination of education and relevant experience
• 2-4 years of administrative or coordination experience
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks, track deadlines, and follow through on processes
• Excellent written and verbal communication skills
• Strong interpersonal skills and ability to work with diverse stakeholders
• Ability to handle sensitive and confidential information with discretion
• Proficiency in Microsoft Office and standard administrative tools
• Ability to learn new systems and processes in a growing environment
• Experience in higher education or faculty affairs administration
• Experience coordinating interviews, events, or onboarding processes
• Familiarity with systems such as Interfolio, FIS, Oracle, or RedCap
• Experience supporting basic financial or procurement processes