Administrative Associate/Faculty Affairs Administrator

California, United States
09 Nov 2018
End of advertisement period
09 Jan 2019
Contract Type
Full Time

Stanford University, Department of Anesthesiology, Pain, & Perioperative Medicine is seeking an Administrative Associate 3 to provide administrative or operational support for the Department Chair’s Office with limited supervision.  This position is also responsible for providing support to the Faculty Affairs Office and will handle Adjunct Clinical Faculty appointments, process Visiting Faculty appointments, and coordinate the new faculty orientation as well as the process for department faculty members.  

Stanford University is one of Silicon Valley’s largest employers and it is our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford University an intensely creative and rewarding place to work. This is an excellent opportunity for a highly self-motivated learner willing and eager to take on new challenges in a dynamic and fast-paced environment.

Duties Include: 

  • 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.
  • 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.
  • Provides support to Faculty Affairs for Adjunct Clinical Faculty (ACF) Correspond with applicants, gather information and materials required for appointment/reappointment process for Dean’s office. Stays up-to-date on internal school procedures for ACF and informs FAA of changes, new procedures. Work with ACF Committee Chair.
  • Process Visiting Faculty appointments, including J-1visas as required.
  • Schedule new faculty department orientation. Assist with development of checklist, meetings with administrative staff, Ethernet, and general on-boarding. 
  • Complete checklist for departing faculty, route letter of resignation as appropriate, complete data security form, Ethernet, complete FASA entry for termination.

*Other duties may also be assigned

Desired Qualifications:

  • Previous experience in administrative and operational support to residency/clinical fellowship programs.
  • Related Stanford experience preferred.

Education & Experience (Required):

  • 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

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,

Job Classification Title: Administrative Associate 
Job Code: 4103
Job Grade: F