Faculty Affairs Coordinator

The Arts & Sciences Faculty Affairs team is seeking a detail-oriented and efficient Faculty Affairs Coordinator to join our dynamic team. In this crucial role, the successful candidate will be instrumental in supporting the Associate Dean for Faculty Affairs with calendar management and managing the transactional aspects of faculty and staff appointments, ensuring accurate and timely data input into the Workday system. We are specifically looking for an individual with exceptional attention to detail and organizational skills, a demonstrated ability to collaborate effectively with diverse stakeholders while maintaining strict confidentiality, and prior experience working in academic personnel matters or human resource administration.

About the Team: The Faculty Affairs Team, which consists of a Faculty Affairs Coordinator, a Faculty Affairs Specialist, a Director of Faculty Affairs, and an Associate Dean for Faculty Affairs, is part of the Dean’s Office at the College & Graduate School for Arts & Sciences. The team is responsible for the administration of milestones across the faculty employment lifecycle, including recruitment, renewal, promotion, leave, retention, and retirement.

The Faculty Affairs Team supports organized, timely, and professional key faculty processes, including but not limited to:

• Faculty recruitment, appointment, and onboarding
• Review, promotion and tenure, and endowed chair nominations for tenured and tenure-track faculty
• Review, reappointment, and promotion for academic general faculty
• Review and reappointment for wage (adjunct) faculty
• Appointment and reappointment of chairs and directors
• Annual merit and raises for all types of faculty
• Faculty leaves
• Faculty annual reporting and peer review
• Faculty resignation/retirement

Key Responsibilities:

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

• Managing the calendar for the Associate Dean for Faculty Affairs.
• Handling faculty, professional research staff, and staff actions related to initial appointments, promotions, reappointments, and changes in the Workday system with a high level of accuracy, in adherence to university policies and procedures.
• Drafting various letters related to faculty and staff appointments with a high level of detail.
• Monitoring and auditing faculty appointments and staff data in Workday for accuracy, making updates as necessary.
• Maintaining well-organized and current records of all faculty and staff Workday transactions for reference and auditing purposes.
• Serving as a point of contact for departmental administrators regarding appointment inquiries.
• Effectively communicating with relevant parties to resolve discrepancies or issues related to faculty and staff transactions.
• Assisting in managing the faculty affairs shared inbox within the faculty affairs team, ensuring prompt responses to emails.
• Preparing various faculty affairs appointment letters using approved templates and routing them for signature using DocuSign.
• Drafting and sending communications to departments, committees, and the provost’s office.  
• Entering data in systems that track faculty processes and actions to ensure accuracy of trackers.
• Providing backup support for faculty affairs events and additional administrative support to the Staff Affairs team as needed.
• Organizing, researching, tracking, and documenting information for faculty affairs issues for senior staff.
• Providing updates to senior staff on the status of key faculty actions and processes, as requested.
• Managing additional faculty and staff affairs duties as assigned.

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

Anticipated Hiring Range: $50,000 - $65,000 commensurate with education and experience. This is an Exempt level, benefited position.

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

This position will remain open until filled. Review of applications will begin March 6, 2024.This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment.

Successful candidates will demonstrate the ability to:

• Complete tasks accurately with a high attention to detail
• Proactively seek information to resolve problems
• Communicate diplomatically and effectively both orally and in writing
• Manage multiple tasks and competing priorities in a timely fashion
• Maintain confidentiality and exercise judgment in uncertain and complex circumstances
• Exhibit an ability to be flexible, composed under pressure, and consistently professional
• Work independently as well as with a diverse team members and stakeholders

Job Requirements

• Education: Bachelor's degree is required. Relevant experience may be considered in lieu of a degree.
• At least three years of experience is required.

Preferred Qualifications

• Experience supporting executive or senior level staff
• Demonstrated proficiency in Intermediate Excel, Smartsheet and Workday.
• Demonstrated proficiency in Microsoft Office applications, including Microsoft OneDrive and Teams.

Application Instructions: Apply Now . Internal applicants must apply through their UVA Workday profile, search Find Jobs and then R0057384. Complete an application online and include the following documents:

• Resume
• 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 at [email protected] .

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, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff.  We believe diversity is excellence expressing itself through every person's perspectives and lived experiences.  We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.