Job Information
Stanford University Search Administrator (FAA2-Hybrid) in Stanford, California
Search Administrator (FAA2-Hybrid)
School of Medicine, Stanford, California, United States
Administration
Post Date May 30, 2024
Requisition # 103445
The Department of Neurology and Neurological Sciences at Stanford University School of Medicine is seeking to fill one (1) full-time, exempt Faculty Affairs Administrator 2 (FAA2) position. This is a hybrid role (on-site and off-site) and structured according to operational needs.
In this Faculty Affairs position, the successful applicant will collaborate with multiple stakeholders, taking on diverse responsibilities with minimal supervision. One of the core tasks includes overseeing all departmental searches (averaging around 10 per year, subject to change) and the recruitment of both clinical and professoriate faculty. In addition, the successful candidate will continuously provide expert guidance to faculty members on administrative aspects and employment-related activities. This person will also process appointments, reappointments, promotions, faculty leaves, and other academic affairs actions for both faculty and academic staff. The role also encompasses policy development, implementation, and disciplinary actions, including liaising with the School of Medicine Office of Academic Affairs.
Our ideal candidate is highly organized and detailed-oriented, who is resourceful and adaptable. The ability to multitask, meet deadlines, and demonstrate strong business judgement is vital. Strong written communication skills and professionalism are expected. The ideal candidate should display a “can-do” attitude, be focused on continuous process improvement, and be equipped with extraordinary communication skills for interacting with our diverse team.
The Department has been a center of excellence for more than four decades and includes over 140 School of Medicine faculty members with primary academic appointments in the Department at our four outstanding teaching hospitals and health care systems.
DUTIES INCLUDE (but not limited to)*:
Oversee all administrative components of academic appointment searches, which includes regular planning, coordination, and implementation.
Gather required information for initiating searches, search waivers, and posting job announcements.
Coordinate all logistical aspects of candidate visits, both virtual and in-person.
Present search process to search committee members, which requires collaborating with key division faculty, administrative staff, and academic affairs staff.
Develop and support a program of outreach activities to identify potential sources of nominations and seek out prospective candidates across the US academic medicine community, in complain with University guidelines and policy. Disseminate outreach communications; identify and negotiate with journal publishers to place timely and appropriate advertising.
Maintain and update databases of application materials of prospective candidates, compile reports and communication based on these materials for the search committees, and senior leadership.
Develop and educate department faculty and administrative staff on new procedures and related search processes.
Maintain and update the faculty recruitment website and search material.
Provide high level of expertise in Clinical Educators, Clinician Educators (Affiliated), Instructors, Adjunct Clinical Faculty, Adjunct Faculty and Visiting appointments.
Familiar with Professoriate actions along general knowledge on policies and procedures.
Gather all components and organize in compliance with guidelines of faculty actions, including new hires, reappointments, promotion, and joint appointments, but not limited to academic functions (e.g., search requests, faculty leaves, joint appointments, and discipline).
Interpret university and school policy, and guide process for all faculty affairs situations and lines; develop and implement best practices for all faculty affairs activities.
Serve on school or Provost's Office committees to provide input on faculty affairs issues.
Establish and manage processes and relevant communications for completion of faculty actions.
Ensure compliance with school and university policies. Manage university faculty conflict of interest requirements for the department or school, as needed.
Review submitted appointment and promotion (A&P) materials from a critical perspective, and advise dean, department chair, or faculty lead as appropriate.
Provide reporting and analysis for various faculty activities and programs to support strategic planning.
Serve as liaison for other university departments including, but not limited to, the Provost's Office, the Office of Academic Affairs, Faculty Compensation, General Counsel Office, Office of Technology Licensing, Dean of Research Office, and other schools.
Perform any of the following duties, as needed: draft sections of the appointment and promotion form and correspondence for the dean or department chair, including recommendations for appointment, offer letters, etc.
Create and maintain equitable faculty policies, practices, and resources by communicating and consulting with faculty and staff stakeholders to determine objectives and requirements.
Develop and educate department faculty and administrative staff on new procedures and related processes.
Oversee all faculty visa matters, as needed.
*- Other duties may also be assigned.
DESIRED QUALIFICATIONS:
Prior academic affairs experience at Stanford or another institution.
Expert writing skills.
Professional demeanor.
Must be extremely organized and self-motivated.
Adaptable to last minute and frequent changes.
EDUCATION & EXPERIENCE (REQUIRED):
- Bachelor's degree and three years of experience working with administrative processes, or combination of education and relevant experience.
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.
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.
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.
The expected pay range for this position is $77,000 to $93,000 per annum.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting acontact form.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
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.
Additional Information
Schedule: Full-time
Job Code: 4172
Employee Status: Regular
Grade: G
Requisition ID: 103445
Work Arrangement : Hybrid Eligible
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