Faculty Affairs Administrator

Location
California, United States
Posted
07 Dec 2018
End of advertisement period
07 Feb 2019
Ref
81241
Contract Type
Permanent
Hours
Full Time

The Division of General Surgery at Stanford School of Medicine is seeking a Faculty Affairs Administrator to work under supervision following defined procedures to provide administrative support focusing on transactions and processes for faculty. The incumbent will act as a local resource for the division on academic and faculty affairs policies and processes.

The Administrator will also provide high-level administrative support to the Division Manager and faculty in a complex academic/clinical environment in the School of Medicine. This position requires an individual who can work independently and with minimal direction in performance of their duties. 

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 Division Manager.

* - 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.
  • Ability to track, monitor and adhere to deadlines. 
  • Ability to learn university systems.
  • Experience working with databases and Microsoft Office suite.
  • Effective communication skills.
  • 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.