Job Code: 4171
Grade: F
Exemption: Non-exempt

Note: The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

JOB PURPOSE:

The Department of Mathematics at Stanford University is seeking a full-time Faculty Affairs Administrative Professional who will oversee a full range of faculty affairs-related responsibilities. The candidate will act as a local resource for the department on academic and faculty affairs policies and processes. In addition, the Faculty Affairs Administrator will provide executive-level administrative support to the Department Chair and Manager.

The Faculty Affairs Administrative Professional will independently generate highly confidential department-wide faculty appointment/reappointment, promotion, retention, and other faculty support materials. He/she will provide the highest level of discretion, confidentiality, and service while coordinating, facilitating, and delivering these activities. Act as a local resource for the school or department on academic and faculty affairs policies and processes.

The Faculty Affairs Administrative Professional will be responsible for managing all Chair related administrative tasks and independently managing and delivering certain department wide projects. This position is privy to information on a wide variety of confidential matters that come to the attention of the Chair and Department Manager, and has responsibility for making independent decisions that directly support the work of both. The Faculty Affairs Administrative Professional will also manage and maintain the department website.

CORE DUTIES:

• Gather information for search initiations, search waivers, re-appointments, 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.

MINIMUM REQUIREMENTS:

Education & Experience:

Associate degree and one year of experience working with administrative processes, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• 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.

Certifications and Licenses:

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.

* - 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 the 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

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Additional Information

• Schedule: Full-time
• Job Code: 4171
• Employee Status: Regular
• Grade: F