Faculty Affairs/Fellowship Coordinator

Job description



Faculty Affairs/Fellowship Coordinator

Stanford University

Job Number:
81654


Faculty Affairs/Fellowship Coordinator

The Human-Centered Artificial Intelligence (HAI) Initiative, is a university-wide effort to organize and enhance Stanford's vibrant intellectual resources around an institute dedicated to the future of AI. It will provide a shared space for research across disciplines, foster a global dialogue among academia, industry, government, and civil society, and encourage responsible leadership in the development of AI. The faculty affairs/fellowship coordinator (FAFC) will provide administrative and operational support, as well as administrative guidance, for faculty searches and other employment activities. Duties include serving as the focal point for collection of materials and implementation of appointments and status changes for faculty, professoriate, academic staff-teaching, visiting and consulting faculty, and other teaching titles (subsequently referred to as “faculty” for this document).

In addition, the FAFC will coordinate all phases of HAI's fellowship programs including the application processes, monitoring of submissions, review, selection, and onboarding, and may assist with other human resources-related duties.

As part of a new and high-profile organization at Stanford, a motivated individual will have the opportunity to make substantial contributions in other functional areas related to building the initiative, offering a substantive career development opportunity in an entrepreneurial environment.




JOB PURPOSE:

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.




CORE DUTIES*:

  • Act on behalf of the supervisor, department manager, or chair in regards 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.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • 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.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • 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, not all unique aspects of the job are covered by this job description.




    MINIMUM REQUIREMENTS:

    Education & Experience:
    High school diploma and four years of administrative experience, or combination of education and relevant experience.
    Knowledge, Skills and Abilities (required):
  • 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.
    Desired qualifications:
  • Prior work experience at Stanford University and/or in higher education strongly preferred
    PHYSICAL REQUIREMENTS*:
  • 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 the job.

    WORKING CONDITIONS:

    WORK STANDARDS:
  • 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.



    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 and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.


    Job:

    Location: Dean of Research, California, United States
    Schedule:
    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: 1/9/2019
    Application Due: 1/9/2031
    Work Type:
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