Faculty Affairs Administrator 2

Stanford University; Palo Alto (CA); On-site; USD 75,000 - 100,000; Full time

Job summary

Stanford University’s Department of Psychiatry and Behavioral Sciences is seeking a Faculty Affairs Administrator 2 to oversee faculty affairs activities for Clinician Educator and Instructor faculty. The role supports appointment/reappointment and promotion processes within a large academic environment, coordinating with chairs, schools, and offices to maintain policy compliance.

The position offers exposure to department-level decision-making and the opportunity to develop broad expertise in

Qualifications

• Bachelor's degree required.
• Three years of experience with administrative processes.
• Experience documenting and interpreting policies.
• Ability to manage multiple personnel actions and maintain confidentiality.

Responsibilities

• Provide operational support for search, review, and promotions processes.
• Document policies and processes for appointment and promotion materials.
• Manage review, promotion, and search activities including committee reports and document prep.
• Coordinate onboarding and orientation for new faculty and oversee visa matters.
• Assist in ensuring compliance with faculty policies.
• Prepare offer letters and gather information across offices as needed.

Skills

Attention to detail

Deadline tracking

University systems

Microsoft Office

Communication

Confidentiality

Problem solving

Stakeholder collaboration

Safety awareness

Education

Bachelor's degree

Tools

Databases

Microsoft Office

Job description

The Department of Psychiatry and Behavioral Sciences in the Stanford University School of Medicine is seeking a Faculty Affairs Administrator 2 to oversee faculty affairs activities for our Clinician Educator and Instructor faculty. With the third-largest faculty population in the School of Medicine, our department is a large and dynamic academic community whose mission is to advance mental health and well-being through innovative research, exceptional clinical care, education and training, community engagement, and leadership. This administrative position plays a key role in supporting our faculty throughout their careers at Stanford. The position provides significant exposure to department-level decision-making and the opportunity to develop broad expertise in academic faculty affairs within a complex and highly collaborative environment. The Faculty Affairs Administrator 2 serves as a trusted and knowledgeable resource for faculty, department leaders, and staff; coordinates faculty appointments, reappointments, promotions, and other personnel actions; and helps ensure that faculty affairs processes are efficient, responsive, and consistent with School of Medicine and University policies.

Responsibilities

Core Duties

• 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 onboarding and orienting new faculty to the department, school, and university. Oversee all faculty visa matters and advise on application of policy, as needed. Troubleshoot issues as they arise.
• Assist in ensuring compliance with faculty related policies as led by the Office of Faculty Advancement.

Minimum Education

Bachelor's degree

Minimum Experience

Three years of experience working with administrative processes, or combination of education and relevant experience.

Knowledge, Skills and Abilities

• Elevated 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.