Key Responsibilities and Required Skills for Faculty Coordinator

🎯 Role Definition

As the Faculty Coordinator, you are the central administrative hub of the academic department, dedicated to enabling faculty success and fostering a vibrant learning environment. You will provide a wide range of high-level operational and logistical support, acting as the primary point of contact for faculty members, students, and other university departments. Your proactive approach and exceptional organizational skills will be critical in managing the complex needs of a dynamic academic unit, ensuring seamless daily operations, and contributing directly to the institution's commitment to academic excellence and an outstanding student experience. This position requires a blend of administrative mastery, interpersonal finesse, and a deep understanding of the academic lifecycle.

📈 Career Progression

Typical Career Path

Entry Point From:

Academic Administrative Assistant
Department Secretary
Program Assistant

Advancement To:

Department Manager
Assistant Director of Academic Affairs
Program Manager

Lateral Moves:

Student Services Coordinator
Admissions Counselor

Core Responsibilities

Primary Functions

Serve as the primary administrative point of contact for all full-time and adjunct faculty, providing comprehensive support for travel arrangements, expense report processing, and procurement of necessary supplies and technology.
Proactively manage and maintain complex faculty calendars, including teaching schedules, office hours, committee meetings, and professional development engagements, ensuring accuracy and preventing scheduling conflicts.
Collaborate with the Department Chair and Registrar's Office to develop, revise, and finalize semesterly course schedules, ensuring optimal classroom allocation, compliance with academic policies, and balanced teaching loads.
Facilitate the entire faculty recruitment and hiring lifecycle, from posting job advertisements and managing applications via applicant tracking systems to scheduling interviews, coordinating multi-day campus visits for candidates, and preparing offer letter drafts.
Coordinate the faculty review, promotion, and tenure process by gathering and organizing dossier materials, tracking deadlines, scheduling review committee meetings, and handling confidential correspondence.
Plan, coordinate, and execute a wide range of departmental events, including guest lectures, research seminars, faculty retreats, and student-oriented workshops, managing all logistics from venue booking and catering to marketing and post-event follow-up.
Maintain and manage confidential and accurate faculty records, including contracts, appointment letters, sabbatical requests, and professional development activities, ensuring compliance with university policies and data privacy standards.
Act as a key resource for faculty regarding institutional policies and procedures, providing guidance on academic regulations, administrative processes, and available university resources.
Process and track all faculty-related HR and payroll actions, including new hire paperwork, contract renewals, adjunct faculty appointments, and stipend requests, ensuring timely and accurate submission to central offices.
Manage the departmental budget for faculty support, including tracking expenditures for professional development funds, travel, and research, and assisting the Department Chair with annual budget preparation.
Coordinate the collection and submission of course syllabi, textbook adoptions, and other instructional materials each semester, ensuring they are accessible to students and meet accreditation standards.
Provide logistical support for faculty-led initiatives and committees, including scheduling meetings, preparing agendas, taking minutes, and tracking action items to ensure progress on key departmental goals.
Serve as a liaison between faculty and other university offices such as IT, Facilities, the Library, and the Registrar to resolve issues and facilitate access to services.
Assist in the onboarding and orientation process for new faculty members, creating a welcoming experience and providing them with the essential information and tools needed to succeed.
Manage and update the content of the departmental website and internal portals related to faculty profiles, research interests, news, and accomplishments.
Respond to inquiries from students, parents, and the general public regarding faculty availability, course information, and departmental programs, providing excellent customer service.
Administer the distribution and collection of student course evaluations each semester, compiling results into summary reports for faculty and departmental review.
Support the department's accreditation and program review processes by gathering data, organizing documentation, and helping to prepare self-study reports.
Coordinate the logistics for visiting scholars and guest speakers, including arranging travel, accommodations, honorariums, and creating detailed itineraries for their campus visit.
Triage faculty requests and issues, independently resolving routine matters and escalating more complex problems to the Department Chair or appropriate university office.

Secondary Functions

Assist in the preparation of departmental reports, newsletters, and communications to internal and external stakeholders.
Provide frontline support and guidance to students with inquiries related to faculty availability, course information, and departmental procedures.
Serve on departmental or university-wide committees as assigned, contributing to institutional service and continuous improvement initiatives.
Maintain and update the departmental website and internal shared drives with current faculty information, course materials, and official documents.

Required Skills & Competencies

Hard Skills (Technical)

High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and advanced calendar management.
Experience with a Learning Management System (LMS) such as Canvas, Blackboard, or Moodle.
Familiarity with enterprise-level Student Information Systems (SIS) like Banner, PeopleSoft, or Workday Student.
Experience with web content management systems (e.g., WordPress) for updating faculty profiles and departmental news.
Proficiency in using collaboration and video conferencing tools such as Microsoft Teams, Zoom, and Slack.
Competency in budget tracking and processing expense reports using financial software (e.g., Concur, Workday Financials).

Soft Skills

Exceptional organizational and time-management skills with the ability to prioritize and manage multiple complex projects simultaneously in a fast-paced environment.
Superior interpersonal and communication skills (both written and verbal) for interacting effectively and professionally with faculty, staff, students, and external partners.
High level of discretion, professionalism, and the ability to handle sensitive and confidential information with integrity.
Proactive problem-solving abilities and a resourceful mindset, capable of anticipating needs and taking initiative.
A strong customer service orientation with a commitment to providing responsive and reliable support to the academic community.
Meticulous attention to detail and a commitment to accuracy in all aspects of work, from scheduling to records management.
A collaborative and team-oriented mindset, with the ability to work both independently and as part of a cohesive administrative team.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree

Preferred Education:

Master's Degree in Higher Education Administration, Business Administration, or a related field.

Relevant Fields of Study:

Business Administration
Communications
Education
Public Administration

Experience Requirements

Typical Experience Range:

3-5 years of progressive administrative experience, preferably in an academic or non-profit setting.

Preferred:

Direct experience supporting faculty, academic programs, or a dean's office within a college or university environment. Demonstrated experience with course scheduling, faculty affairs coordination, or academic event planning is highly desirable.