Sr. Program Manager-Faculty Affairs

Discover Vanderbilt University Medical Center:  Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization:

Faculty Affairs Office

Job Summary:

JOB SUMMARY
Senior Program Manager, Faculty Appointments
The Senior Program Manager for Faculty Appointments partners closely with the Associate Dean for Faculty Affairs to oversee, coordinate, and ensure the accurate and timely processing of all faculty-related actions requiring institutional review and approval. This role serves as a central point of coordination between academic departments, faculty committees, and senior leadership, ensuring compliance with university policies, accreditation standards, and governance requirements throughout the faculty lifecycle.

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KEY RESPONSIBILITIES

• Faculty Appointment and Promotion Coordination
  Collaborate closely with Department Administrators responsible for preparing documentation associated with faculty appointments and personnel actions. Upon receipt, conduct comprehensive reviews for completeness, accuracy, and policy compliance before preparing materials for presentation to the Associate Dean for Faculty Affairs. Faculty actions include, but are not limited to:

  New faculty appointments Promotions Track or tenure status changes Reappointments Faculty departures Salary and compensation change requests

• Documentation and Correspondence Management
  Ensure all faculty actions are supported by appropriate documentation. Draft formal correspondence, including appointment and promotion letters, and route materials for required approvals and signatures in accordance with institutional protocols.

• Systems Administration and Data Integrity
  Enter, update, and maintain faculty action records in institutional systems such as Interfolio, SharePoint, and the Faculty Information System (FIS), ensuring data accuracy, completeness, and consistency across platforms.

• Training and Development Support
  Actively contribute to the development, maintenance, and delivery of training materials and guidance for Department Administrators related to faculty affairs processes, policies, timelines, and documentation standards.

• Faculty Committee and Governance Coordination
  Coordinate the transition of eligible faculty actions to Committee Manager in partnership with the Senior Program Manager for Faculty Committees and Resource Coordinator. Ensure actions submitted for committee review are complete and compliant. Following committee deliberations, manage the preparation and submission of actions requiring approval by the Provost and the Chancellor.

• Tracking, Reporting, and Process Monitoring
  Track all faculty actions from initiation through final approval. Prepare timelines, status reports, and summary metrics as requested to support operational planning and leadership decision-making.

• Retired and Emeritus Faculty Actions
  Facilitate the review and completion of all Retired and Emeritus faculty nominations, ensuring adherence to institutional criteria and approval processes.

• Policy Consultation and Advisory Support
  Serve as a subject-matter resource for Department Administrators by providing consultation on faculty policies, procedures, and best practices related to onboarding, promotions, and ongoing faculty management.

• Quality Assurance and Compliance Audits
  Conduct routine quality assurance reviews and audits of faculty files to ensure documentation accuracy, policy compliance, and readiness for internal or external review.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professiona