Faculty Affairs Coordinator V

uofl; United States; On-site; USD 65,000 - 90,000; 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 its academic, regional campus, and affiliate network. This role acts as a central resource for departments, faculty, and external partners, ensuring accurate, efficient, and compliant appointment processes.

Ideal candidates thrive in collaborative settings, manage complex workflows, and deliver exceptional stakeholder service while maintaining data

Qualifications

• Bachelor's degree in a related field and two years of relevant experience or an equivalent combination of education and experience.
• Experience in higher education administration, faculty affairs, academic operations, or related administrative/compliance environments.
• Experience coordinating faculty appointments, credentialing, or other academic personnel processes.

Responsibilities

• Oversee the complete lifecycle of gratis faculty appointments (new appointments, reappointments, non-renewals, terminations).
• Coordinate appointment processes with departments, regional campuses, and affiliate organizations.
• Ensure materials are accurate and compliant with School of Medicine and university policies.
• Maintain faculty records and monitor end dates; coordinate renewals and terminations.

Skills

Organizational skills

Project management

Communication

Data accuracy

Stakeholder management

Regulatory compliance

Education

Bachelor's degree in related field

Tools

Workday

Interfolio

OnBase

Faculty Affairs Database

Microsoft Office (Outlook, Word, Excel, PowerPoint, Access)

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.

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

• 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-