Search Administrator (FAA2-Hybrid)

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.