Faculty Affairs Coordinator

About the role

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.

Duties and 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
• Aid 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
• Aid with report preparation, data entry, and tracking of faculty-related activities
• Collaborate and communicate 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

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