Academic Affairs Manager

California, United States
27 Jun 2019
End of advertisement period
27 Aug 2019
Contract Type
Full Time

The Basic Science Shared Services Consortium in the School of Medicine has established an Academic Affairs Team to manage faculty and academic staff appointments for 10 basic science departments and institutes in the School of Medicine. Our faculty are incredibly talented and diverse using interdisciplinary approaches of biochemistry, genetics, biophysics, structural biology, biomedical data science, and other innovative methodologies to fuel extraordinary advances in biosciences, biotechnology and medicine worldwide. Please join us in managing our faculty appointment processes and supporting the recruitment of more outstanding faculty to Stanford School of Medicine!

We are recruiting an Academic Affairs Manager to lead this team. As a team leader, you will be responsible for managing at a high level all Academic Affairs actions necessary by providing information and guidance to department stakeholders, evaluating established policies and procedures for improvement opportunities, and managing an academic affairs team who support this effort. The Academic Affairs Manager provides expert guidance on all aspects of academic employment activities. This position is located on the main Stanford Medicine campus.

Duties include:

  • Manage the Basic Science Shared Services Consortium Academic Affairs Team, currently consisting of two full-time faculty affairs positions that support faculty search and appointment processing, as well as visitor and academic staff appointments.
  • Manage staff assignments and workflow.
  • Establish and manage processes and relevant communications for completion of academic appointment actions.
  • Ensure quality of faculty employment activities.
  • Interpret university and school policy, and guide process for all faculty affairs situations and lines; develop and implement best practices for all faculty affairs activities.
  • Work with consortium department Chairs and DFAs to initiate faculty searches, and work with departmental search committees to outline processes.  
  • Continue to improve current process design for effectiveness and efficiency.
  • Ensure necessary operational support is provided to department chairs and faculty search committees and monitor compliance with and interpretation of School and University policies.
  • Critically evaluate and make recommendations to improve the quality of appointment, reappointment and promotion long forms.
  • Draft sections of the appointment and promotion form and correspondence for the dean or department chair, including recommendations for appointment, offer letters, etc.
  • Implement process improvements and providing training to team faculty affairs administrators.
  • Establish and maintain strong working relationships with department DFAs, Chairs and faculty, as well as Faculty Compensation, the Provost’s Office, Office of the General Counsel, Office of the Dean of Research, other schools, and other administrative and academic units.
  • May serve on school or Provost's Office committees to provide input on faculty affairs issues.
  • Ensure compliance with school and university policies.
  • Manage university faculty conflict of interest requirements for the department or school, as needed.
  • Review submitted appointment and promotion (A&P) materials from a critical perspective, and advise dean, department chair, or faculty lead as appropriate.
  • Provide reporting and analysis for various faculty activities and programs to support strategic planning.

* Other duties may also be assigned


  • Prefer experience working in academic affairs at Stanford University or another institution of higher education.  
  • Experience managing professoriate actions highly desirable; mentoring in team management available.
  • Experience working with project management software (i.e., Smartsheets) highly desirable.


Bachelor's degree and five years of experience working with administrative processes, or combination of education and relevant experience.


  • High level of attention to detail and accuracy.
  • Demonstrated experience in managing complex administrative processes.
  • Demonstrated experience training, supervising, and evaluating staff, if supervising.
  • Excellent communication skills.
  • Demonstrated problem solving and analytical skills.
  • High level of independent judgment and sensitivity.
  • 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.


  • 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.


Extended hours.


  • 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,

Additional Information

  • Schedule: Full-time
  • Job Code: 4173
  • Employee Status: Regular
  • Grade: H
  • Requisition ID: 83696