Academic Affairs Assistant

Sep 22, 2017
Institution Type
Four-Year Institution

Stanford University

Academic Affairs Assistant

Job Number:

The Department of Pediatrics is seeking an early careerist to assume the role of Academic Affairs Assistant. The Academic Affairs Assistant will provide administrative and operational support working under general supervision of the Academic Affairs Manager. This position will be critical to day-to-day operations including but not limited to: 1) gathering documents for appointment/promotion forms, and organize in compliance with guidelines; 2) provide administrative support to the Associate Chair of Academic Affairs; and 3) develop and maintain the Academic Affairs website for the Department of Pediatrics.

The Academic Affairs Assistant must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to Academic Affairs functions. The Department of Pediatrics Academic Affairs team regularly engages in conversations, ideas and initiatives to help benefit those that we serve - the Academic Affairs Assistant must be able to understand, develop and practice this philosophy.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply - cover letters are welcome but not required. Thank you for considering employment opportunities with the Department of Pediatrics.

Duties include:
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as solicitation of letters, complex reports, and compiling materials for appointment/promotion files.
  • 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.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain approved content on websites.
  • Perform transactional academic affairs support.

    * - Other duties may also be assigned



    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.

    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:

    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.

  • Similar jobs

    Similar jobs