Faculty Affairs Administrator

Job description

Faculty Affairs Administrator

Stanford University

Job Number:

Stanford University is seeking two Faculty Affairs Administrators to work under supervision following defined procedures to provide administrative support focusing on transactions and processes for faculty. Act as a local resource for the school or department on academic and faculty affairs policies and processes.

The Stanford Department of Medicine (DoM) is the largest department in the School of Medicine, with 14 subspecialty divisions and over 900 faculty members in various lines. Our department is continuing to grow aggressively, with faculty recruitment always ongoing.

We seek to hire someone with the desire, skill and knowledge to make a real, positive impact and help us to maintain our level of excellence. The Faculty Affairs Office of the Department of Medicine performs a critical role in the recruitment and appointments and promotions process for the faculty. Each day, we interact with world-class faculty members, among the best minds in the world in their respective fields. As part of a dynamic and high-performing team, the Faculty Affairs Administrator uses strong interpersonal relationship skills to influence matrixed resources to complete critical, time-sensitive projects. We offer the chance to work for an institution with world-wide recognition in education and healthcare yet seeks to encourage a real work-life balance and a collaborative atmosphere.

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.
  • 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.
  • Coordinate the Department's A&P Committee meetings.
  • Update resource documentation (ie: templates, samples et al) and perform other projects, as assigned.
  • Provide guidance & assistance to affiliated institution administrators regarding appointments, reappointments and promotions
* - Other duties may also be assigned
  • Four-year college degree
  • Ability to plan and manage multiple projects with competing priorities
  • Demonstrate a strong service-oriented work ethic
  • Tact, diplomacy, sound judgment and sensitivity to confidential information

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: 3/8/2018
Application Due: 3/29/2018
Work Type: