Faculty Affairs Coordinator

Vanderbilt University•Nashville, TN

About The Position

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.

Requirements

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

Nice To Haves

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

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, 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
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
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
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
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