Academic Affairs Manager

Job description

Academic Affairs Manager

Stanford University

Job Number:

To be considered for this position, please submit both your resume and a cover letter detailing your interest and qualifications for the role.

Reporting to the Vice Dean of the School of Medicine, the Office of Academic Affairs (OAA) is comprised of three faculty associate deans and twelve staff members who serve a total population of approximately 4,000. The primary mission of OAA is to serve as a resource in preserving and enhancing the excellence of the School of Medicine through the appointment, reappointment, promotion and retention of a distinguished and diverse faculty.

The Academic Affairs Manager is responsible for the full spectrum of actions and activities related to faculty in the University Tenure Line, Medical Center Line and Non-Tenure Line for a specific set of departments in the School. Reporting to the OAA Assistant Dean, the Academic Affairs Manager's core duties will include, but are not limited to:

  • Monitoring compliance with and interpreting School and University policies for department chairs, division chiefs, faculty search committees and faculty affairs administrators.
  • Critically evaluating and making recommendations on initial faculty search initiations and subsequent search reports; waivers of search; offer letters; and referee, trainee and peer set lists.
  • Critically evaluating and making recommendations to improve the quality of appointment, reappointment and promotion long forms.
  • Planning and prioritizing file review in response to appointment end dates, departmental appointment and retention needs and in compliance with School and University deadlines; staffing School review committees.
  • Implementing process improvements and providing training to faculty affairs administrators.
  • Overseeing the documentation of annual counseling for assistant and associate professors and senior faculty annual meetings; participating in organizing and conducting faculty workshops on reappointments and promotions.
  • Advising faculty and staff on policy for sabbaticals and other leaves and, when necessary, drafting exception requests to the Provost's Office.
  • Managing the process for endowed professorship nominations.
  • Establishing and maintaining strong working relationships with Faculty Compensation, the Provost's Office, Office of the General Counsel, Office of the Dean of Research, other schools, and other administrative and academic units.
  • Representing the School of Medicine on University-wide committees convened by the Provost's Office or other central units.

Duties for this level position include:
  • Provide necessary operational support to search/review committees and to mentoring and/or annual counseling of faculty, and make recommendations for process improvement.
  • Ensure quality of faculty employment activities. Interpret university and school policy, and guide process for all faculty affairs situations and lines; develop and implement best practices for all faculty affairs activities.
  • Serve on school or Provost's Office committees to provide input on faculty affairs issues.
  • Establish and manage processes and relevant communications for completion of faculty actions.
  • Ensure compliance with school and university policies. Manage university faculty conflict of interest requirements for the department or school, as needed.
  • Review submitted appointment and promotion (A&P) materials from a critical perspective, and advise dean, department chair, or faculty lead as appropriate.
  • Manage the administration of joint appointments.
  • Provide reporting and analysis for various faculty activities and programs to support strategic planning.
  • Act as liaison for other university departments including, but not limited to, the Provost's Office, General Counsel Office, Office of Technology Licensing, Dean of Research Office, and other schools.
  • Perform any of the following duties, as needed: draft sections of the appointment and promotion form and correspondence for the dean or department chair, including recommendations for appointment, offer letters, etc.; serve as primary point of contact in orienting new faculty to the department, school, and university; and/or supervise staff.

* - Other duties may also be assigned.

  • Experience working in the area of academic affairs.

  • Bachelor's degree and five years of experience working with administrative processes, or combination of education and relevant experience.

  • High level of attention to detail and accuracy.
  • Demonstrated experience in managing complex administrative processes.
  • Demonstrated experience training, supervising, and evaluating staff, if supervising.
  • Excellent communication skills.
  • Demonstrated problem solving and analytical skills.
  • High level of independent judgment and sensitivity.
  • 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.

  • 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,

Additional Information
  • Schedule: Full-time
  • Job Code: 4173
  • Employee Status: Regular
  • Grade: H
  • Requisition ID: 87097


Location: School of Medicine, Stanford, California, United States
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.

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Job No:
Posted: 9/3/2020
Application Due: 9/3/2032
Work Type: