Faculty Affairs and Staffing Manager

Job description

Faculty Affairs and Staffing Manager

Stanford University

Job Number:

Faculty Affairs and Staffing Manager
School of Engineering, Electrical Engineering Department
Job Code: 4121
Grade: H

The School of Engineering

Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

The Department of Electrical Engineering (EE) is one of the largest units in the School of Engineering (SoE) with 60 faculty members and 40 full-time staff. Stanford EE seeks an experienced Faculty Affairs & Staffing Manager to act as a resource and first point of contact for department personnel issues, practices and procedures. The manager is responsible for a wide range of activities which include providing guidance to the faculty and staff on such matters as leaves and retirement, managing faculty and staff searches and hires, and guiding the faculty promotion process. This position supervises a faculty affairs administrator and five faculty administrators, and co-directs the department's faculty administrator training program.

Faculty Affairs Responsibilities

  • Provide guidance to all 60+ department faculty on a wide range of topics, from initial onboarding to promotions, leaves/sabbaticals and retirement, redirecting to subject matter experts as appropriate.
  • Oversee, schedule and coordinate faculty searches, appointments, reappointments and promotions, working closely with the SoE faculty affairs office.
  • Act as the department's system expert for the Faculty Search application.
  • Oversee the appointment processes and compliance for 100+ courtesy faculty, adjunct faculty, adjunct lecturers, visiting faculty, visiting scholars and emeritus professors recalled to active duty.
  • Maintain records and track all department faculty and academic staff to ensure that reappointments and other reviews are initiated in a timely fashion.
  • Monitor faculty and academic staff visa and permanent residency matters and coordinate updates and requests with the Bechtel International Center.
  • Ensure faculty data and records are maintained in electronic and/or hard copy filing systems.
  • Develop and manage the operational budget for areas of responsibility.
  • Oversee logistics for occasional distinguished faculty lectures.

Staffing Responsibilities
  • Manage personnel administration for approximately 40 regular staff and 15 hourly staff, such as hiring, compensation, leave management, layoff, training, compliance and employee morale.
  • Serve as a resource on HR policies and procedures, communicating University and Department policies and government regulations to supervisors and employees. Serve as department liaison with SoE HR office.
  • Manage the department's hiring processes, including resume review, interview setup and reference checks, working directly with hiring supervisors; collaborate with supervisors to accurately describe new jobs, write position summaries and job descriptions for classification & posting with School HR.
  • Conduct new hire orientation and apprise key colleagues of arrival of new EE members to help with office space, computer and phone setups, building access, etc.
  • Review job classification requests, position summaries and make recommendations to the Director of Finance and Operations and SoE HR.
  • Act as the first point of contact for employees and supervisors in employee related issues. Coordinate with Director of Finance and Operations Manager and SoE HR to facilitate resolutions.
  • Manage hourly temp and unpaid intern appointment and compliance processes.
  • Act as liaison between employees, supervisors, SoE HR and Risk Management to manage employee leaves of absence and work-related injuries.
  • Understand and ensure proper salary setting and distribution; troubleshoot payroll related matters.
  • Oversee department timecard submissions.
  • Maintain and organize personnel information in electronic or hard copy filing system; maintain mailing lists and relevant websites; ensure directories updated.

Supervisory Responsibilities
  • Directly supervise the Faculty Affairs Administrator.
  • Serve as primary supervisor for five Faculty Administrators, doing annual performance evaluations, acting as intermediary between them and the faculty they support as issues arise.
  • Work with the Director of Finance and Operations on anticipating staffing needs and reassigning Faculty Administrators as needed.
  • Co-direct (with the Department's Finance Officer) the Faculty Administrator training program, including onboarding, periodic check-ins, and organizing monthly administrative update meetings.

Education & Experience

The successful candidate will have:
  • A bachelor's degree and 3 years of direct experience - or an equivalent combination of education and direct experience in years. A master's degree in a related field is preferred.
  • A broad understanding of academic human resource policies and procedures. Stanford experience, especially in faculty affairs and staffing, is a plus.
  • Excellent interpersonal skills to interact with diverse groups and maintain effective working relationships.
  • Excellent verbal and written communication skills to ensure she/he is able to communicate complex ideas to all levels of faculty and staff.
  • The ability to work independently and take initiative to ensure personnel actions are anticipated and handled promptly.
  • The ability to maintain confidentiality and handle highly sensitive information with sound judgment and discretion.
  • The ability to multitask and prioritize conflicting demands of time with minimal supervision.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Additional Information
  • Schedule: Full-time
  • Job Code: 4121
  • Employee Status: Regular
  • Grade: H
  • Requisition ID: 88630


Location: School of Engineering, 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: 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: 3/4/2021
Application Due: 4/14/2021
Work Type: Full Time