Faculty Affairs Administrator 2

Stanford Reglab; United States; On-site; USD 90,000 - 120,000; Full time

Job summary

Stanford University’s Department of Cardiothoracic Surgery seeks a Faculty Affairs Administrator 2 to lead complex faculty appointments, reappointments, promotions, and visa matters. The role emphasizes policy adherence and strong organizational skills.

You will provide operational support to search committees, prepare committee materials, and guide onboarding of new faculty while ensuring accurate records and compliance with university guidelines.

Qualifications

• Bachelor's degree required.
• Three years of experience working with administrative processes.
• Experience with faculty affairs is a plus.

Responsibilities

• Provide operational support and guidance to search/review committees and make recommendations for process improvement.
• Document and interpret policies for appointment/promotion forms (chair, faculty lead, candidate).
• Manage review, promotion, and search processes, prepare committee reports, and create/edit documents for faculty review.
• Identify problematic information in letters and advise on resolution; may provide first-level approvals for appointments/reappointments.
• Prepare offer letters for the chair or dean, gathering information from other offices as needed.
• Onboard and orient new faculty; oversee all faculty visa matters and advise on policy; troubleshoot issues.
• Assist in ensuring compliance with faculty-related policies led by the Office of Faculty Advancement.

Skills

Attention to detail

Deadline management

University systems

Databases

Microsoft Office

Communication skills

Confidentiality

Problem solving

Interdepartmental collaboration

Safety awareness

Education

Bachelor's degree

Tools

Microsoft Office

Databases

Job description

The Department of Cardiothoracic Surgery at Stanford University takes pride in the rich tradition of excellence and pioneering firsts that have made it one of the top cardiac and thoracic programs in the nation. Our long and distinguished legacy of research dates back to the late 1950s - our most notable triumphs being the first adult human heart transplant in the United States, the world's first successful adult human combined heart-lung transplant, the first successful use of a ventricular device as a bridge to transplantation, the first thoracic aortic stent graft, and the development of the first integrated platform for minimally invasive heart surgery.

The Department of Cardiothoracic Surgery is seeking a Faculty Affairs Administrator 2 to provide analysis and guidance regarding faculty and academic staff appointments, reappointments, promotions, and the search process.

The individual in this role is responsible for affirming adherence to both school and university policies. They must display robust business knowledge, master multitasking, exhibit remarkable organization and attention to detail, and be a self-starter. They should be a team player and possess outstanding communication abilities facilitating high-quality interactions across a varied community.

Key Responsibilities Include:

• Oversee all faculty, post-doctoral, and fellows' appointments, and visa matters, as needed.
• Responsible for all aspects of visiting observer program
• Other duties as assigned.

* - 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.

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.

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

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, and other teaching titles (subsequently referred to as 'faculty' for this document).

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.