Faculty Affairs Coordinator
About this role
About the Work Unit
- 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
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
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
Company at a glance
Our Interdisciplinary Materials Science (IMS) program offers a unique multidisciplinary experience where students design their own curriculum, and collaborate with faculty and students from engineering, chemistry, physics, and medicine, who are working on some the biggest of society's challenges.
The IMS Ph.D. program is integrated with VINSE (Vanderbilt Institute of Nanoscale Science and Engineering), which boasts brand new state-of-the-art fabrication and characterization facilities. Resources include a cleanroom, analytical/nanocrystal support core, and an advanced imaging suite.
Our students rotate through three different labs in the first year to learn the culture of each research group and the advising style of the mentors prior to project/adviser selection. We offer a highly customized curriculum where students can select courses from a variety of technical departments to support their research project. This is work is supported by research facilities equipped with the latest instrumentation with outstanding research programs and faculty, where IMS researchers use nanotechnology to address the world’s most important challenges in energy, health, and security.
Our graduates work in the government (FDA, NIH, US patent office), in industry (Google, Johnson & Johnson, Dow, DuPont, Exxon, and Biotech start-ups), and in academia.
For more information contact
Josh Caldwell, IMS Director
Sarah Ross, Program Manager
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