Faculty Affairs Administrator 1 (U.S. - Flexible Work Location)

Stanford University Stanford , CA 94305

Posted 2 months ago

The following position will have the flexibility to be based anywhere in the U.S., for candidates who are willing to travel to the Stanford School of Medicine campus 10% to %15 of the time.

Are you interested in being part of a dynamic team that is growing? Do you like to learn new things and be part of a group looking for solutions? Then please apply for our open Faculty Affairs Administrator 1 position!

The Department of Emergency Medicine is seeking a Faculty Affairs Administrator 1 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.

Please visit Stanford Emergency Medicine for more information on our dynamic department!

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.

  • Post job announcements, and distribute other outreach materials to attract candidates.

  • Coordinate all logistical aspects of candidate visits, including arranging transportation and accommodations, scheduling meetings and interviews, and processing reimbursements.

  • 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.

  • Provide administrative support to the DFA and Associate DFA as needed.

    • Other duties may also be assigned.

DESIRED QUALIFICATIONS:

  • Prior work experience at Stanford University and/or in higher education strongly preferred.

  • Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred.

EDUCATION & EXPERIENCE (REQUIRED):

Associate degree and one year of experience working with administrative processes, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • High level of attention to detail and accuracy.

  • High level of diplomacy and tact.

  • Ability to track, monitor and adhere to deadlines.

  • Ability to learn university systems.

  • Ability to balance and juggle competing priorities.

  • Ability to build/maintain strong relationships (internal and external to the Department).

  • Experience working with databases and Microsoft Office suite.

  • Excellent communication skills, especially written.

  • 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.

PHYSICAL REQUIREMENTS*:

  • 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.

WORKING CONDITIONS:

Occasional extended hours.

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.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit: https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

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: 4171

  • Employee Status: Regular

  • Grade: F

  • Requisition ID: 95645

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Faculty Affairs Administrator 1 (U.S. - Flexible Work Location)

Stanford University