Job Title: Faculty Affairs Administrator 2
Exemption: Exempt
The Stanford Institute for Human-Centered Artificial Intelligence (HAI) is a recently formed, rapidly growing institute within the Dean of Research. As an independent research institute, HAI’s mission is to advance AI research, education, policy and practice to improve the human condition. What’s unique about HAI is that it balances diverse expertise and integration of AI across human-centered systems and applications in a setting that could only be offered by Stanford University. In realizing our mission, our staff are critical to supporting our organization’s goals and enabling Stanford faculty and students to conduct cutting-edge research with the objective of formulating innovative solutions to global challenges. Together we’re helping build the future of AI.
● We create a hub of innovation through the power of diversity of disciplines and people.
● We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
● We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.
● We promote a culture of belonging, equity, and safety.
● We embed these values in excellence of education, research, and operation.
POSITION SUMMARY:
We are seeking a detail-oriented and proactive Faculty Affairs Administrator to join our dynamic team. Reporting to the HR and Operations Manager, this key role involves coordinating and supporting all aspects of faculty employment activities, ensuring smooth and efficient processes from hiring to promotion. The ideal candidate will act as the primary contact for faculty-related issues, manage administrative tasks, and ensure compliance with university policies.
This is a two-year fixed-term position, and may be extended based on programmatic need and funding availability. This position is 100% FTE and benefits-eligible. This position will be based on Stanford’s main campus and will be considered for an option of hybrid work arrangement, subject to operational need. For consideration, please submit a resume.
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 re-appointments.
● 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 orienting new faculty to the department, school, and university. Troubleshoot issues as they arise.
● Oversee all faculty visa matters, as needed.
MINIMUM REQUIREMENTS:
Education & Experience:
Bachelor's degree and three years of experience working with administrative processes, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
● 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 the job.
WORKING CONDITIONS:
● Occasionally work 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 a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships.
Why Stanford is for You
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
● Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
● A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
● A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
● Discovery and fun. Stroll through historic sculptures, trails, and museums.
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Office of the Vice Provost for Student Affairs
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