Visiting Appointment Coordinator & Faculty Search Assistant (Faculty Affairs Administrator 1)
The Byers Eye Institute (Department of Ophthalmology) at Stanford University School of Medicine is seeking a Faculty Affairs Administrator 1 to join our Academic Affairs team. The FAA1 will provide administrative support focusing on transactions and processes for appointments and reappointments supporting the following academic lines:
- Visiting Instructors, Visiting Scholars, Visiting Postdoctoral Scholars
This role will also support J visa applications for the assigned population.
This role requires strong attention to detail, excellent verbal and written communication skills, and the ability to independently organize and follow through on assigned tasks. This is an exciting time to join Stanford Ophthalmology to gain and/or expand faculty support experience in a dynamic, thriving department.
This is a hybrid role with the expectation of 2 days/week on-site.
Duties include:
- 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 visa process, as needed. Work with Bechtel and legal to advise on application of immigration policies and practices.
- Assist in ensuring compliance with faculty diversity related policies as led by the Office of Faculty Development, Diversity, and Engagement.
- Other duties may also be assigned
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.
