Faculty Affairs Administrator 1

Job description

Faculty Affairs Administrator 1

Stanford University

Job Number:

Stanford University is seeking a Faculty Affairs Administrator 1 to work under supervision following defined procedures to provide administrative support focusing on transactions and processes for faculty actions. Act as a local resource for the department(s) on academic and faculty affairs policies and processes.

The Faculty Affairs Administrator will independently compose and prepare appointment forms for all types of faculty appointments including Professoriate and Clinician Educator Lines as well as Visiting and other teaching appointments. Advise Department Chairs of criteria for faculty searches, appropriate deadlines and compliance with evaluations of candidates. Routinely initiate letters of acknowledgement for Chair's signature. Independently compose and coordinate submission of faculty appointment recommendations. The Faculty Affairs Administrator will act as primary liaison between the Office of Academic Affairs and the Department. Attend Faculty Affairs Administrator meetings. As the Faculty Affairs Administrator, he/she will be responsible for maintaining faculty files for correspondence, appointments and promotions, etc. Maintain log of scheduled changes in status. The Faculty Affairs Administrator will oversee the appointment reappointment and promotion process of Clinician Educators (CE) and medical staff credentialing issues. He/she will coordinate and advise Department Chairs on promotion deadlines, interpretation of University and Department CE guidelines as well as serve as liaison between the Chairs and the CE's. Oversee CE files and maintain log of scheduled change in status.

Duties include:

  • 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.
  • Assist in coordination of visa process, as needed.
* - Other duties may also be assigned

  • 3+ years prior administrative experience
  • Familiarity with faculty affairs administration highly desirable
  • Some medical terminology desirable
  • Ability to independently compose written material and business related correspondence
  • Ability to prioritize work and work within a team environment

Associate degree and one year of experience working with administrative processes, or combination of education and relevant experience.

  • High level of attention to detail and accuracy.
  • Ability to track, monitor and adhere to deadlines.
  • Ability to learn university systems.
  • Experience working with databases and Microsoft Office suite.
  • Effective communication skills.
  • Demonstrated ability to act with tact and maintain confidentiality.
  • Experience with complex schedules and planning.
  • Demonstrated ability to work well with Stanford colleagues and clients and with external organizations.
  • Demonstrated commitment to personal responsibility and value for safety, shown through communication of safety concerns and use and promotion of safe behaviors based on training and lessons learned.
  • Frequently perform desk-based computer tasks, frequently sitting, stand/walk, grasp lightly/fine manipulation.
  • Occasionally twist/bend/stoop/squat; reach/work above shoulders; grasp forcefully; use a telephone.
  • Rarely sort/file paperwork or parts, kneel/crawl, twist/bend/stoop/squat, lift/carry/push/pull objects that weigh up to 10 pounds.
* - 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.


Occasional extended hours.

  • 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.





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Job No:
Posted: 2/26/2018
Application Due: 4/9/2018
Work Type: