Faculty Affairs Coordinator

University of Virginia; Charlottesville (VA); Hybrid; USD 60,000 - 80,000; Full time

Job summary

The University of Virginia is seeking a Faculty Affairs Coordinator to join its Faculty Affairs team. This hybrid position involves administrative support responsibilities, including managing faculty appointments, ensuring accurate data entry in Workday, and fostering effective communication with stakeholders. Candidates with strong organizational skills and a background in academic personnel administration are encouraged to apply.

Qualifications

• Prior experience in academic personnel or human resources administration is preferred.
• Experience managing calendars for executive level leadership is a plus.

Responsibilities

• Provide administrative support for faculty affairs team, including calendar management.
• Draft appointment and reappointment letters for faculty.
• Monitor and audit faculty appointment data in Workday.

Skills

Attention to detail

Organizational skills

Effective communication

Problem-solving

Education

High School Diploma

Tools

Workday

Microsoft Office

Job description

Join a Collaborative Team Supporting Faculty Excellence

The College and Graduate School of Arts & Sciences is seeking a detail-oriented and highly efficient Faculty Affairs Coordinator to join our dynamic Faculty Affairs team. In this hybrid pivotal role, you will support the administration of facultyappointments and related processes, ensuring timelyand accurate data entry in Workday, drafting formal correspondence, and serving as a key resource for departmental administrators.

We are looking for a candidate with exceptional attention to detail, strong organizational skills, and the ability to communicate effectively with a wide range of stakeholders while maintaining confidentiality. Prior experience in academic personnel or human resources administration is strongly preferred.

About the Faculty Affairs Team:

The Faculty Affairs team, housed in the Dean’s Office, includes a Senior Faculty Affairs Specialist, an Assistant Director, a Director, and the Associate Dean for Faculty Affairs. Together, we support the full employment lifecycle for faculty, including recruitment, annual reviews, promotion, leave, and retirement.

Our work ensures that key faculty processes are organized, timely, and professionally executed. These include:

• Faculty recruitment, appointment, and onboarding

• Tenure, promotion, and endowed chair nominations for tenured and tenure-track faculty

• Review, reappointment and promotion for academic general faculty and reappointment for wage (adjunct) faculty

• Appointment and reappointment of department chairs and program directors

• Appointment and reappointment of unpaid and visiting faculty

• Annual merit review and raises for all faculty types

• Faculty leaves, annual reporting, and peer review

• Faculty resignations and retirements

Key Responsibilities:

Reporting to the Director of Faculty Affairs, the FacultyAffairs Coordinator will be responsible for:

Administrative Support

• Provide administrative support for the Associate Dean for Faculty Affairs, which includes:

• Calendar management

• Sending email communications

• Coordinating travel logistics and processing expenses

• Providing administrative support for the Director of Faculty Affairs.

• Coordinating logistics for various meetings, including ordering food and calendar invitations.

• Assisting in managing the faculty affairs shared inbox within the faculty affairs team, ensuring prompt responses to emails.

• Ordering supplies and processing related expenses.

Faculty Affairs Transactions

• Draft appointment and reappointment letters using approved templates for:

• Wage faculty

• Unpaid and courtesy faculty

• Visiting faculty

• Postdoctoral Research Associate

• Research scientists

• Administrative appointment letters

• Monitor and audit faculty appointment data in Workday; identify and communicateeffectively with departments and other stakeholders to correct discrepancies as needed.

• Interpret and apply university policies related to temporary, visiting, and research faculty appointments.

• Maintain and update trackers and internal records related to faculty actions.

• Process search exceptions for faculty positions in collaboration with the Provost’s Office.

• Provide general support to the Faculty Affairs team, including processing search exceptionsand routing letters through platforms such as DocuSign.

• Other duties as assigned.

Minimum Requirements:

• High School Diploma
• At least four years of experience

Preferred Qualifications:

• Proficiency in Workday, Smartsheet, and Microsoft Office tools, including Excel, Outlook, OneDrive, SharePoint, and Teams
• Experience managing calendars for executive level leadership.
• Attention to details and accuracy in document preparation and data entry.
• Experience working in a fast-paced environment
• Strong problem-solving skills with a proactive approach to tasks and challenges
• Demonstrated success in providing high-quality support and building positive relationships across departments and roles

For additional information about the position, please contact Ella Durbin at [e-mail].

This position is located in Charlottesville, VA. A hybrid work schedule may be available, dependent upon needs of the department and incumbent's performance.

Anticipated Hiring Range: $24.00 - $27.00 per hour, commensurate with education and experience. This is a non-exempt level, benefited position.

For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

Preference will be given to applications received by June 8, 2025. This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment.

To Apply:

Apply here. Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ Complete an application online with the following documents:

•CV

•Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Melanie Sponaugle, Academic Recruiter, at [e-mail].

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA’s commitment to non-discrimination and equal opportunity employment.