The Basic Science Administrative Consortium (BSAC) is a collective of 10 basic science departments in Stanford University's School of Medicine dedicated to discovery and innovation to improve human health: https://med.stanford.edu/research.html. These departments share human resources and academic affairs administrative services. We seek an Academic Affairs Administrator to join The Basic Sciences Shared Services Consortium Academic Affairs Team (BSSSCAAT).
The BSSSC Academic Affairs Team provides academic affairs consultation, advice, information, training, and transaction resources in support of approximately 300 faculty and 200 academic staff, instructors, and visitors. These services include facilitating faculty searches, and managing appointment, reappointment, and promotion processes for faculty, visiting scholars, and academic staff. This is an opportunity to learn academic affairs administration in a shared services environment focused on localized expertise to provide high quality service and timely processing.
Gather information for faculty 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.
Coordinate all logistical aspects of candidate visits, including arranging transportation and accommodations, scheduling meetings and interviews, and processing reimbursements.
Collect, review, and organize all components of professoriate long forms for new appointments, reappointments, and promotions.
Maintain records documenting search, recruitment, and appointment/promotion processes for all appointment types.
Record and store relevant communication with candidates.
Document events of a search or promotion process in order to provide detailed reports to School and University review committees.
Track actions in Smartsheet database ensuring timely processing and communication.
Collect information and documents, assemble and draft materials, and submit transactions for other academic appointment types including adjunct faculty, instructors, other teaching positions, and academic visitors.
Process and track approved professoriate activities (e.g., leaves, resignations, retirements, FTE changes), and maintain appropriate documentation and communication.
Process academic staff appointments. These include collecting data from departments, creating and routing appointment transactions, shepherding transactions through the approval process, coordinating visa process with HR Team, and providing appointment letters to academic staff upon approval.
Maintain appointment files and ensure Smartsheet database is kept current.
Collect information, review documents, and submit requests for J-1 visas for visiting scholars and visiting faculty through Bechtel's International Center.
Coordinate with HR to process H-1b visas for academic staff, faculty, and other paid academic positions.
Work with the team to develop and improve work tools and processes to increase productivity and continuously improve customer service.
* - Other duties may also be assignedDESIRED QUALIFICATIONS:
Experience working in an academic institution preferred, but not required.
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.
Occasional extended hours.
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.
Location: School of Medicine, Stanford, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford University is an ...equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.