Join a Collaborative Team Supporting Faculty Excellence The College and Graduate School of Arts & Sciences is seeking a detail-oriented and highly efficient
Facult y Affairs Coordinator to join our dynamic Faculty Affairs team. In this hybrid p ivotal role, you will support the administration of faculty appointments and related processes, ensuring timely and ac curat e data e ntry 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 review s , 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
K ey Responsibilities: Reporting to the Director of Faculty Affairs, the
Faculty Affairs Coordinator will be responsible for :
A dministrative Support - Provide a dministrative support for the Associate Dean for Faculty Affairs , which include s :
- 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:
- Unpaid and courtesy faculty
- Postdoctoral Research Associate
- A dministrative appointment letters
- Monitor and audit faculty appointment data in Workday; identify and communicate effectively 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 exceptions and 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 eca5uc@virginia.edu .
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 unw5dq@virginia.edu.
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.
