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 Vanderbilt University’s College of Connected Computing. The role coordinates logistics, maintains records, and supports faculty recruitment, appointments, and onboarding, working under the guidance of the Faculty Affairs Manager. It supports high-volume, detail-oriented work in a fast-paced, growing academic environment and helps ensure activities are timely, organized, and aligned with university policies. The College of Connected Computing is a new interdisciplinary college that is building its administrative and academic structure. It is designed to advance discoveries and expand computing education through a “computing for all” approach, and is expected to grow rapidly over the next three years. The Coordinator works with faculty, staff, university central offices, and other faculty affairs staff. The position has no supervisory responsibility and reports administratively and functionally to the Faculty Affairs Manager.

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 faculty candidate interviews and campus visits, including scheduling, itineraries, and participant availability.
Arrange candidate travel, lodging, and transportation, and serve as a primary logistical contact for candidates during visits.
Prepare search committee materials and assist with job postings and candidate tracking.
Process expense reimbursements related to candidate travel and recruitment activities.
Coordinate onboarding for new faculty and postdoctoral fellows, including meetings and tracking required steps.
Work with central offices such as HR, Faculty Affairs, and IT to facilitate system access, payroll setup, and required training.
Maintain onboarding checklists and follow up on required documentation.
Support preparation and processing of faculty and postdoctoral appointments and reappointments, including drafting standard correspondence and collecting documentation.
Maintain accurate records in systems such as Interfolio, FIS, Oracle, and RedCap.
Track deadlines and assist with 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 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 with the Faculty Affairs Manager and team members on daily operations and project needs.
Communicate with faculty, staff, and central offices to coordinate processes and ensure timely completion of tasks.
Provide responsive, professional support to internal and external stakeholders and handle sensitive information discreetly.