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Faculty Affairs Administrator 2

Job Description

Faculty Affairs Administrator 2

Job Family: Administration

Job Series: Faculty Affairs Administrator

Job Code: 4172

Grade: G

Exemption: Exempt

School/Unit Description:

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 23 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description: 

Position Summary: Stanford Physics is a teaching and research department. Our course offerings range from Freshman seminars to advanced graduate classes. For undergraduates, we offer Physics majors and minors, Astronomy minors, and other concentrations. For graduate students, we offer a Ph.D. destination program. We teach large lecture & lab courses for the General Education Requirements in Natural Sciences, which provide opportunities for graduate teaching assistants, and we also teach a full range of courses intended for undergraduate Physics majors and graduate Physics students. Undergraduates, graduate students, and postdoctoral fellows are mentored in research in astrophysics, cosmology, particle physics, atomic and laser physics, and condensed matter physics. The Physics Department collaborates with several research and academic departments (SLAC, Applied Physics, GLAM, HEPL, KIPAC, PULSE, H&S Dean’s Office) because of complex faculty joint appointments with SLAC and Applied Physics, and research performed by Physics faculty in independent labs.

Job Purpose:

Provide analysis and guidance within the school or department regarding faculty and academic staff appointments, re-appointments, promotions, and the search process. Ensure compliance with school and university policies.

The Department of Physics is seeking a Faculty Affairs Administrator to join our dynamic group of faculty, staff, and students. The Faculty Affairs Administrator will work under general supervision of the Director of Finance and Operations (DFO). This position includes writing, editing, collaborating, and interacting with faculty and other staff. In addition, this position involves interaction with alumni and the Development Office, planning and budgeting for events, and overseeing an annual lecture series, as well as responsibility for monitoring faculty profiles and updating alumni and colloquium pages on the Physics website. The successful candidate will excel at communication, organization, and teamwork and will have an opportunity to bring significant value and contribution to the mission and growth of the department.

The employee in this role will provide administrative and operational support to the department Chair and DFO, as well as administrative guidance for faculty recruitment, sabbaticals, leaves, retirements and recalls. They will serve as the focal point for collection of materials and implementation of status changes for academic council, faculty, professoriate, clinician educators academic staff teaching, visiting and consulting faculty, adjunct clinical faculty, summer lecturers, and other teaching titles (subsequently referred to as “faculty” for this document). The first level in the series is focused on administrative support, while the higher levels are focused on in-depth problem solving and analyses.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

In this role, you will:


  • 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.

To be successful in this role, you will bring:


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.

Certifications and Licenses:



  • 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.


  • Occasionally work 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.
  • 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 .

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.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more

Other duties may also be assigned, not all unique aspects of this job are covered by this job posting. A full job description will be shared during the interview process.

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.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

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