Faculty Recruitment Specialist (Hybrid)

Stanford University School of Medicine; Palo Alto (CA); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Stanford University invites applications for a Faculty Recruitment Specialist in the Department of Radiology. The role focuses on supporting faculty searches and recruitment, serving as a local policy resource, and providing administrative support with limited supervision.

The successful candidate will work closely with department leadership, manage complex recruitment processes, and contribute to a culture of safety and integrity.

Qualifications

• Associate degree required.
• One year of experience with administrative processes or equivalent.
• Experience with academic administration or faculty affairs is helpful.

Responsibilities

• Gather information for search initiations, search waivers, reappointments, and promotions; support search and review committees.
• Post job announcements and distribute outreach materials to attract candidates; maintain records of search and recruitment processes.
• Coordinate all logistical aspects of candidate visits, including travel, lodging, and scheduling.
• Assemble and draft materials for appointment and promotion files in adherence to guidelines.
• Process and track approved activities (sabbaticals, leaves, resignations, etc.) and maintain documentation and communication.
• Assist in coordinating faculty onboarding, including visa processes, and liaise with Bechtel and legal on immigration policies.
• Ensure compliance with faculty policies led by the Office of Faculty Advancement.

Skills

Attention to detail

Deadline management

Communication skills

Team collaboration

Confidentiality

Learning university systems

Administrative coordination

Project coordination

Policy guidance

Education

Associate degree

Tools

Microsoft Office Suite

Databases

Job description

Job Description

The Department of Radiology at Stanford University is seeking a Faculty Recruitment Specialist to work under supervision following defined procedures to provide administrative support focusing on faculty searches and recruitment. Act as a local resource for the school or department on academic and faculty affairs policies and processes related to faculty searches and recruitment. The successful candidate will also provide administrative or operational support with limited supervision.

Job Description

The Department of Radiology at Stanford University is seeking a Faculty Recruitment Specialist to work under supervision following defined procedures to provide administrative support focusing on faculty searches and recruitment. Act as a local resource for the school or department on academic and faculty affairs policies and processes related to faculty searches and recruitment. The successful candidate will also provide administrative or operational support with limited supervision. The people and programs comprising Stanford Radiology are world-renowned. Stanford Radiology continues to push the boundaries of innovation in physics and engineering to develop cutting-edge methods for enhanced anatomic and functional imaging. Our diverse multidisciplinary teams of scientists, together with industry collaborators, are creating new methods for the early detection of cancer using molecular imaging, nanotechnology, and systems biology. They also continue to develop improved and more targeted methods for least invasive, and compassionate cancer patient care. Stanford Radiology delivers outstanding patient care using technology, innovation, and humanity. We educate the next generation of leaders in patient care and research. We develop the next generation of imaging technology, molecular imaging, in-vitro diagnostics, image-guided therapeutics, and informatics for precision health. We promote a culture of diversity, inclusion, transparency, and integrity. This is a vital position that works closely with department leadership and supports faculty search committees. The successful candidate will be detail-oriented, highly organized, can manage complex processes, and thrives in a collaborative, fast-paced environment. Experience with academic administration or faculty affairs is helpful, but strong communication, both oral and written, and teamwork skills are critical.

Desired Qualifications

• Excellent communication and organizational skills.
• Outstanding interpersonal skills.

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 his or her job.

Working Conditions

• Occasional extended hours.
• Hybrid position.

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 .

Responsibilities

Core Duties:

• Gather information for search initiations, search waivers, reappointments, 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. Maintain records documenting search, recruitment, and appointment/promotion processes.
• 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. 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 faculty onboarding, including visa process, as needed. Work with Bechtel and legal to advise on application of immigration policies and practices.
• Assist in ensuring compliance with faculty related policies as led by the Office of Faculty Advancement.

Minimum Education

Associate degree

Minimum Experience

One year 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.
• 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.