Faculty Affairs Administrative Assistant

Stanford University

Faculty Affairs Administrative Assistant

Job Number:

Stanford University is seeking an Administrative Associate 2 to join the team of the School of Medicine's Office of Academic Affairs (OAA). Work under supervision following defined procedures to provide administrative support focusing on transactions and processes for faculty. Support faculty development activities including meetings with Associate Deans for new and newly promoted faculty and development workshops for School of Medicine faculty and faculty affairs administrators. Provide office support to OAA including maintaining office supplies and equipment, processing reimbursements and tracking expenses.

Duties include:

  • Gather information regarding upcoming reappointment and promotion actions; alert departments to impending term ends.
  • Process and track sabbaticals, professional development leaves and unpaid leaves.
  • Maintain faculty appointment and personnel files. Proofread and distribute Provostial appointment letters.
  • Process and track practice policy exemptions and 2113 registrations.
  • Identify and schedule meetings with new and newly promoted faculty with Associate Deans; schedule meetings as needed for Director of Faculty Relations.
  • Provide administrative and logistical support for OAA-sponsored workshops for faculty and faculty affairs administrators, held approximately monthly.
  • Maintain and order office supplies and track monthly expenses; process reimbursements; maintain office equipment; serve as coordinator for emergency preparedness and health and safety issues; serve as point of contact for faculty employment verification from outside sources.

    * - Other duties may also be assigned DESIRED QUALIFICATIONS:


    High school diploma and three years of administrative experience, or combination of education and relevant experience.

  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.




  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

    *- Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

    Job: Administration

    Location: School of Medicine
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.