Vanderbilt University

Private research and higher education institution

Faculty Affairs Coordinator

Administrative SupportConfirmed live in the last 24 hours

Full-timeNashville, TN, USANo salary listedIn-person

About the Job

Requirements

A bachelor's degree from an accredited institution or an equivalent combination of education and relevant experience is required.
Two to four years of administrative or coordination experience is required.
Strong organizational skills and attention to detail are required.
Ability to manage multiple tasks, track deadlines, and follow through on processes is required.
Excellent written and verbal communication skills are required.
Strong interpersonal skills and ability to work with diverse stakeholders are required.
Ability to handle sensitive and confidential information with discretion is required.
Proficiency in Microsoft Office and standard administrative tools is required.
Ability to learn new systems and processes in a growing environment is required.

Responsibilities

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, and serve as a primary logistical contact for candidates during visits.
Prepare materials for search committees and assist with job postings and candidate tracking.
Process expense reimbursements related to candidate travel and recruitment activities.
Coordinate onboarding activities for new faculty and postdoctoral fellows, including scheduling onboarding meetings and tracking completion of required steps.
Work with central offices, including Human Resources, Faculty Affairs, and Information Technology, to facilitate onboarding processes such as system access, payroll setup, and required training.
Maintain onboarding checklists and follow up to ensure timely completion of required documentation.
Support preparation and processing of faculty and postdoctoral appointment and reappointment materials, including drafting standard correspondence and collecting required documentation.
Maintain accurate and current records across Interfolio, FIS, Oracle, and RedCap systems.
Track deadlines and help ensure compliance with university policies and procedures.
Organize and maintain faculty and postdoctoral files for reporting and administrative purposes.
Assist with routine personnel transactions, including 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 faculty-related activities.
Work closely with the Faculty Affairs Manager and other team members to support daily operations and project needs.
Communicate with faculty, staff, and central offices to coordinate processes and ensure timely task completion.
Provide responsive, professional support to internal and external stakeholders.
Handle sensitive and confidential information with discretion.

Desired Qualifications

Experience in higher education or faculty affairs administration.
Experience coordinating interviews, events, or onboarding processes.
Familiarity with Interfolio, FIS, Oracle, or RedCap.
Experience supporting basic financial or procurement processes.

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

About the Company

Vanderbilt University

Private research and higher education institution

Vanderbilt University operates as a private research institution that provides undergraduate, graduate, and professional education to over 11,000 students. The university functions by integrating classroom instruction with active research initiatives, allowing students and faculty to collaborate on projects across various fields such as information technology, athletics, and the arts. Unlike many large public institutions, Vanderbilt maintains a smaller student body and emphasizes a community-driven environment where diversity of thought and culture is central to the learning process. The university distinguishes itself by operating at a "global crossroads," focusing on a multidisciplinary approach that encourages employees and students to apply their expertise to real-world challenges. Vanderbilt’s goal is to foster a center for growth and discovery where individuals can expand their knowledge and contribute to societal improvements through education and research.

Company size: 10,001+
Company stage: Not listed
Total funding: $86.7M
Headquarters: Nashville, TN
Founded: Not listed

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