The Department of Anesthesiology, Perioperative, and Pain Medicine, at Stanford University’s School of Medicine, is a world-leading department that offers comprehensive training and perioperative patient care, pain management, and critical care medicine as well as cutting-edge research, encompassing a wide spectrum of programs in basic, translational, clinical, health services and medical education.
Our Faculty Affairs office in the Department of Anesthesiology, Perioperative, and Pain Medicine is seeking a Faculty Affairs Administrator 1 (Fixed-term 12 months) to work under supervision following defined procedures to provide administrative support focusing on transactions and processes for faculty.
At Stanford University School of Medicine, the work we do touches the lives of those today and tomorrow. Through education, research, and health care, the School of Medicine improves health through leadership, diversity, collaborative discoveries, and innovation in health care. Whether working in departments with faculty, or in units that support the school, our staff are a part of teams that propel us on our journey toward the future of medicine and Precision Health.
Stanford is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
The School of Medicine and the Department of Anesthesia are committed to diversity, equity, and inclusion for its faculty, staff, residents, postdocs, and fellows. We aim to recruit, support, retain, and promote diversity in our department.
For more information on our department, please see our website: https://med.stanford.edu/anesthesia.html
Duties include:
- Gather materials to support appointments, reappointments, and promotions in the Clinician Educator line. Assemble materials for the appointment and promotion files. Communicate with candidates and potential referees in accordance with School of Medicine policies and best practices, providing appropriate guidance.
- Maintain records documenting search, recruitment, and appointment/promotion processes. Track the progress of actions accurately using SmartSheets.
- Terminate the appointments of faculty who are leaving their positions. Guide faculty through the departure process.
- Process and track approved activities (e.g., resignations, exit interviews), and maintain appropriate documentation and communication. Support the Faculty Affairs team in implementing best practices in secure electronic filing using Box or a similar application.
- Coordinate logistical aspects of candidate visits, including arranging transportation and accommodations, scheduling meetings and interviews, and processing reimbursements.
- Assist in coordination of visa process, as needed.
- Support the administration of the chair’s office by greeting visitors (if on site) and referring questions to the appropriate personnel. Monitor the Department Chair’s calendar as appropriate.
* - Other duties may also be assigned
DESIRED QUALIFICATIONS:
Experience with Stanford School of Medicine personnel actions and related systems. Familiarity with SmartSheet, Adobe Acrobat, and Qualtrics.
EDUCATION & EXPERIENCE (REQUIRED):
Associate degree and one year 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.
- 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.
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.
