Faculty Affairs Administrator

Job description

Faculty Affairs Administrator

Stanford University

Job Number:

The Office of Academic Affairs (OAA) in the School of Medicine reports to the Vice Dean and is comprised of four associate deans and 10.5 staff members who serve a total faculty population of approximately 3,000. Reporting to the Associate Dean for Academic Affairs, the Faculty Affairs Administrator is responsible for management of Visiting Scholars, Visiting Postdoctoral Fellows, Visiting Faculty, Adjunct Faculty and Lecturer actions as well as for managing a subset of data entry for the Clinician Educator line for the School.

Duties include:

Serving as the Vice Dean's delegate for review and final approval of all appointments, reappointments, appointment change requests and offer letters for visiting scholars, visiting postdoctoral fellows, visiting faculty, visiting instructors, adjunct faculty, lecturers and senior lecturers. Critically reading files submitted by departments for compliance with criteria and policies and completeness of content.

Assisting the Faculty Affairs Specialist with school-wide Faculty Onboarding to coordinate internal university functional groups for new incoming faculty. Assisting with management of system performance using RedCap tool to troubleshoot issues, implement system improvements, track progress, and collect data for comprehensive reporting.

Managing data entries into PeopleSoft of all licenses and degrees for new Clinician Educators and Instructors. Ensuring the accuracy of data input, quality, timeliness and high satisfaction among all, including other university departments, and department and university leadership.

Other administrative duties, including reviewing and approving all School of Medicine visa requests for visiting faculty, working with the Associate Dean for Academic Affairs to coordinate and help execute initiatives for new and continued training of department faculty affairs administrators.

* - Other duties may also be assigned


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: 3/1/2018
Application Due: 4/9/2018
Work Type: