Faculty Administrator

California, United States
01 Oct 2018
End of advertisement period
01 Dec 2018
Contract Type
Full Time

Faculty Administrator, Classification F, Job Code 4103, 100% FTE, Non-Exempt

School of Engineering, Department of Computer Science, HCI-Graphics, Stanford Artificial Intelligence Lab (SAIL)

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. The school’s faculty, students and alumni have established thousands of companies and laid the technological and business foundations for Silicon Valley. Today, theschool continues to seek solutions to important global problems and educate leaders who will make the world a better place.

Founded in 1965, the Stanford Computer Science (CS) Department continues to lead the world in computer science research and education. Throughout the past four decades, the Stanford CS Department has influenced society at levels that remain without parallel among academic institutions. Its spin-offs are among the most successful corporate ventures in the world, and many of the leaders in the academic and corporate research world are graduates of the Stanford CS Department.

The Faculty Administrator provides key administrative support functions in the areas of finance, operations and administration. This role monitors, tracks and reconciles all non-sponsored accounts for the faculty and research groups, acts as the steward of department Purchase Card(s), processes travel reimbursements and verifies transactions. This role executes purchases as needed, ranging from office supplies to capital equipment, reconciles PO’s and works with the procurement team to identify and resolve any issues.  This role also monitors lab resources and allocates expenses to faculty accounts based on his/her knowledge of fund restrictions and balances.  This person works with Research Finance Administrators to charge Research Assistantships appropriately to both sponsored and non-sponsored accounts.  If faculty have visitors, post-docs, research staff or temporary help to be hired, this person will work with departmental HR administrators to process the appropriate paperwork.

This role meets regularly with faculty to plan/confirm schedules, discuss assignments, respond directly to inquiries and resolve problems based on policy and faculty input. The FA manages complex calendars and arranges complex travel itineraries, for faculty and department visitors. The FA solicits faculty feedback on a continuing basis and works with faculty to implement necessary operational changes for an optimal research group work environment. This role schedules and arranges complex conferences, seminars, and research meetings and prepares all needed materials for meetings.  This role drafts, edits, and assembles reports and correspondence, which may require research and content changes. The FA prepares and responds to correspondence, ships packages, and maintains files. This role coordinates course support with faculty, TAs, graders, and students including exam preparation. The FA also completes special projects as assigned.

The Faculty Administrator supports the Research Finance Administrator (RFA) in regards to Research Assistant appointments, and assist as needed with hiring of research staff.

Computer Science website: http://www-cs.stanford.edu/

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 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.
  • 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.
  • 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



Education & Experience:

High school diploma and four years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • 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 and multi-task.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Knowledge of general research administration policies and general accounting principles is strongly desired.
  • Knowledge of Windows, Word, Excel, Oracle, (iOU, iProcurement, iJournals, Pcards, Tcards) FFIT, and other various standard computer applications and the ability to adapt quickly to specialized computer applications preferred.
  • Knowledge of Stanford University policies, regulations, and accounting is a plus.
  • Ability to prioritize and multi-task.
  • Good judgment and sensitivity to confidential information.
  • High energy, enthusiasm, sense of humor is preferred.
  • We are unable to provide Sponsorship for this position.

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 his or her job. 

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

Applicants are required to upload a cover letter and résumé to be considered for this opening.

Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Thank you for your interest!