Faculty Affairs Administrator

California, United States
03 Aug 2019
End of advertisement period
02 Oct 2019
Contract Type
Full Time

Job Summary:

The Department of Physics is seeking a faculty affairs administrator to join our dynamic group of faculty, staff and students. This position includes writing, editing, collaborating and interacting with faculty and other staff. In addition, this position involves interaction with alumni and the Development Office, planning and budgeting for events, and overseeing an annual lecture series, as well as responsibility for monitoring faculty profiles and updating alumni and colloquium pages on the Physics website. The successful candidate will excel at communication, organization and teamwork and will have an opportunity to bring significant value and contributions to the mission and growth of the department.

Provide administrative and operational support, as well as administrative guidance, for faculty employment activities, such as searches, appointments, reappointments, promotions, evaluations, recruitment, sabbaticals, leaves, retirements, and recalls. Serve as the focal point for collection of materials and implementation of status changes for academic council, faculty, professoriate, clinician educators, academic staff teaching, visiting and consulting faculty, adjunct clinical faculty, summer lecturers, and other teaching titles (subsequently referred to as “faculty” for this document). The first level in the series is focused on administrative support, while the higher levels are focused on in-depth problem solving and analyses.

Job Purpose:

Provide analysis and guidance within the school or department regarding faculty and academic staff appointments, reappointments, promotions, and the search process. Ensure compliance with school and university policies.

Job Responsibilities:

  • Provide operational support and guidance to search/review committees and make recommendations for process improvement.
  • Document and interpret policies and processes for contributors to the appointment/promotion form (chair, faculty lead, and candidate).
  • Manage review, promotion, and search processes, including marketing, recruiting, preparing committee reports. Create agenda, prepare and edit documents and forms for faculty review including recommendations.
  • Identify problematic information in letters and advise on how to resolve the problem. May provide first level approval for appointments and reappointments.
  • Prepare offer letters, as needed, for the chair or dean, which may include gathering and synthesizing information from other offices.
  • Serve as primary point of contact, as needed, in orienting new faculty to the department, school, and university. Troubleshoot issues as they arise.
  • Oversee all faculty visa matters, as needed.
  • Minimum Education and Experience Required:
  • Bachelor's degree and three years of experience working with administrative processes, or combination of education and relevant experience.
  • Minimum 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.
  • Excellent communication skills.
  • Demonstrated ability to act with tact and maintain confidentiality.
  • Demonstrated problem solving and analytical skills.
  • 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.

Certificates and Licenses Required:

  • None

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.

Working Conditions:

  • Occasionally work 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/.

Additional Information

  • Schedule: Full-time
  • Job Code: 4172
  • Employee Status: Regular
  • Grade: G
  • Requisition ID: 84202