Faculty Affairs Coordinator V

ULSA University of Louisville; United States; On-site; USD 54,000 - 82,000; Full time

Job summary

The University of Louisville School of Medicine seeks a highly organized Faculty Affairs Coordinator V to oversee gratis faculty appointments across the academic, regional campus, and affiliate network. This role serves as a central resource for departments, faculty, and external partners, ensuring processes are accurate, efficient, and compliant.

The Faculty Affairs Coordinator V will manage the full lifecycle of gratis appointments, maintain records across Workday, Interfolio, OnBase, and the

Qualifications

• Bachelor's degree in a related field and two years of relevant experience or an equivalent combination.
• Experience in higher education administration or faculty affairs preferred.
• Experience coordinating across departments, campuses, or affiliate organizations.

Responsibilities

• Manage the complete lifecycle of gratis faculty appointments, including new appointments, reappointments, non-renewals, and terminations.
• Coordinate appointment processes with academic departments, regional campuses, affiliate organizations, and administrative offices.
• Review appointment materials to ensure accuracy, completeness, and compliance with School of Medicine and university policies.
• Monitor appointment end dates and proactively coordinate renewal and termination activities to maintain accurate faculty records.
• Maintain faculty records and appointment data within systems such as Workday, Interfolio, OnBase, and the Faculty Affairs Database.
• Generate, analyze, and distribute reports including appointment rosters, pending action reports, compliance reports, and affiliate faculty lists.
• Ensure data integrity and accuracy across multiple platforms and reporting tools.
• Support accreditation, credentialing, and regulatory reporting activities, including LCME, SACS, AAMC, and other institutional reporting requirements.
• Create and deliver training and support materials for departments, campus partners, and affiliate representatives.
• Identify opportunities to streamline and improve workflows, reporting processes, documentation, website content, and automated processes.

Skills

Attention to detail

Data accuracy

Communication skills

Project management

Organizational skills

Analytical thinking

Customer service

Education

Bachelor's degree

Tools

Workday

Interfolio

OnBase

Faculty Affairs Database

Microsoft Excel

Microsoft Access

PowerPoint

Job description

Department: Location: Health Sciences Center

Time Type: Full time

Worker Type: Regular

Job Req ID: R109090

Minimum Requirements: Bachelor's degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience.

Grade 6 (Salaried)

Position Description: The School of Medicine is seeking a highly organized and detail-oriented Faculty Affairs Coordinator V to oversee the administration of gratis faculty appointments across our academic, regional campus, and affiliate partner network. This role serves as a central resource for departments, faculty, and external partners, ensuring appointment processes are completed accurately, efficiently, and in compliance with institutional and regulatory requirements. The Faculty Affairs Coordinator V will manage the full lifecycle of gratis faculty appointments, maintain faculty records across multiple systems, support accreditation and reporting activities, and contribute to ongoing process improvement initiatives. This position is ideal for a professional who thrives in a collaborative environment, enjoys managing complex processes, and is committed to delivering exceptional service to stakeholders.

Key Responsibilities

Faculty Appointment Administration

• Manage the complete lifecycle of gratis faculty appointments, including new appointments, reappointments, non-renewals, and terminations.
• Coordinate appointment processes with academic departments, regional campuses, affiliate organizations, and administrative offices.
• Review appointment materials to ensure accuracy, completeness, and compliance with School of Medicine and university policies.
• Monitor appointment end dates and proactively coordinate renewal and termination activities to maintain accurate faculty records.

Stakeholder Support and Consultation

• Serve as the primary point of contact for questions related to gratis faculty appointments.
• Provide guidance regarding documentation requirements, timelines, approval workflows, and institutional processes.
• Collaborate effectively with internal and external stakeholders to ensure successful and timely completion of appointment actions.

Data Management and Reporting

• Maintain faculty records and appointment data within systems such as Workday, Interfolio, OnBase, and the Faculty Affairs Database.
• Generate, analyze, and distribute reports including appointment rosters, pending action reports, compliance reports, and affiliate faculty lists.
• Ensure data integrity and accuracy across multiple platforms and reporting tools.

Compliance, Accreditation, and Process Improvement

• Support accreditation, credentialing, and regulatory reporting activities, including LCME, SACS, AAMC, and other institutional reporting requirements.
• Stay informed of policy updates, procedural changes, and affiliate requirements related to faculty appointments.
• Develop communications regarding deadlines, process updates, and compliance requirements.
• Create and deliver training and support materials for departments, campus partners, and affiliate representatives.
• Identify opportunities to streamline and improve workflows, reporting processes, documentation, website content, and automated processes.

Additional Responsibilities

• Maintain comprehensive faculty records and documentation.
• Support Faculty Affairs & Advancement initiatives and special projects as assigned.

Preferred Qualifications

• Experience in higher education administration, faculty affairs, academic operations, or related administrative/compliance environments.
• Experience coordinating faculty appointments, credentialing, or other academic personnel processes.
• Experience working across multiple departments, campuses, or affiliate organizations.
• Proficiency with Workday, Interfolio, OnBase, Faculty Affairs Database systems, or comparable enterprise platforms.
• Experience managing data, preparing reports, and supporting accreditation, compliance or regulatory reporting activities.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Access.
• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated attention to detail and commitment to data accuracy.
• Strong analytical, problem-solving and customer service skills.

What Will Make You Successful

The ideal candidate will demonstrate:

• Data Accuracy & Integrity: Maintains precise records and ensures reliable reporting.
• Process Management: Effectively organizes and monitors complex workflows and deadlines.
• Service Excellence: Delivers responsive, professional support to a diverse group of stakeholders.
• Attention to Detail: Maintains a high level of accuracy while balancing multiple priorities.
• Communication & Collaboration: Builds strong working relationships and communicates information clearly and consistently.
• Adaptability & Problem-Solving: Anticipates challenges and develops practical solutions.
• Continuous Improvement: Identifies opportunities to enhance efficiencies, reporting, training and processes.

Why Join Us?

This position offers the opportunity to play a critical role in supporting the School of Medicine's faculty mission by ensuring that faculty appointment processes run smoothly across departments, regional campuses and affiliate partners. You will work with a broad network of academic and healthcare professionals while contributing to operational excellence, compliance and institutional success.

Target Compensation Maximum: $81,529.00 Target Compensation Minimum: $54,318.00

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer.

The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy.

In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans and other protected veterans.

The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment.

It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits and/or working conditions.

No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements.

Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [e-mail] or by phone [phone].

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