Faculty & Postdoctoral Affairs Administrator
Faculty & Postdoctoral Affairs Administrator
Job Number: 75529
Faculty & Post Doctoral Affairs Administrator
Pay Grade F, Non-exempt, Continuing
Note: Not all unique aspects of the job are covered by this job description
The mission of Stanford's Department of Bioengineering is to create a fusion of engineering and the life sciences that promote scientific discovery and the development of new biomedical technologies and therapies through research and education.
The Department of Bioengineering is jointly supported by the Schools of Medicine and Engineering. It includes, in a single department, research and teaching programs that embrace biology as a new engineering paradigm and apply engineering principles to medical problems and biological systems.
This unique role will have the opportunity to work with the Department Administrative Manager on a diversity of tasks related to faculty and academic staff appointments. The incumbent will be expected to work on faculty affairs (searches, promotions, visiting scholars, etc.), postdoctoral appointments, and human resources appointments for academic staff. Visa processing for postdocs and academic staff will be an important component of this position.
This role will be 40% faculty affairs, 40% postdoctoral affairs and 20% staff administration. In addition to the core duties below, the incumbent will be responsible for the following specific duties.
- Gather information for search initiations, search waivers, reappointments, and promotions. Collect applications, and provide administrative support to search and review committees; provide advice on process requirements.
- Post job announcements, and distribute other outreach materials to attract candidates.
- Coordinate all logistical aspects of candidate visits, including arranging transportation and accommodations, scheduling meetings and interviews, and processing reimbursements.
- Gather all components of the appointment/promotion form, and organize in compliance with guidelines.
- Maintain records documenting search, recruitment, and appointment/promotion processes.
- Assemble and draft materials for the appointment and promotion files.
- Process and track approved activities (e.g., sabbaticals and other leaves, resignations, retirements, FTE changes), and maintain appropriate documentation and communication.
- Process visiting scholar appointments.
- Provide high-level administrative support for our 60+ postdoctoral scholars.
- Maintain records for postdocs; ensure appointments and funding are current. Work with Department Research Financial Analysts and faculty to enter annual funding information in Stanford's Graduate Financial Support (GFS) system.
- Process new postdoc appointments, reappointments and terminations; serve as a resource to faculty and Department administrators.
- Serve as the expert on postdoctoral policy and liaison to the Office of Postdoctoral Affairs.
- For international postdoc scholars, coordinate the J-1 and/or H-1B visa process; serve as a liaison to the Bechtel International Center.
- Assist in onboarding new academic staff, including working with faculty to understand the needs of their lab. May also support Administrative Manager with administering regular staff postings.
- Assist in drafting JCRFs and other materials to describe academic and non-academic staff roles.
- Support staff administration tasks for the Department, such as hiring temps, organizing staff meetings and events, and onboarding new staff.
- Work with the following systems under Administrative Manager's guidance: Taleo, Oracle Financials, OBIEE, FASA and Axess.
Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.
- Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
- Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
- Create complex reports and spreadsheets which may utilize specialized software and systems.
- Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
- May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
- Other duties may also be assigned
Education & Experience:
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
- Advanced computer skills and demonstrated experience with office software and email applications.
- Demonstrated success in following through and completing projects.
- Excellent organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize, multi-task, and assign work to others.
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment in making decisions.
Certifications and Licenses:
- 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.
Applicants are required to upload a cover letter and resume to be considered for this opening.
About Stanford University
Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.
Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote health and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
Stanford University is an affirmative action, equal opportunity employer.
Thank you for your interest!
Location: School of Engineering
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.