The Department of Emergency Medicine is seeking an early careerist to assume the role of Academic Affairs Assistant. The Academic Affairs Assistant will provide administrative and operational support working under general supervision of the Academic Affairs Specialist. This position will be critical to day-to-day operations including but not limited to: 1) gathering documents for appointment/promotion forms, and organize in compliance with guidelines; 2) provide administrative support for the Appointments and Promotions Committee; and 3) arranging on-site interviews and travel accommodations for invited candidates.
The Academic Affairs Assistant must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to Academic Affairs functions. The Department of Emergency Medicine Academic Affairs team regularly engages in conversations, ideas and initiatives to help benefit those that we serve - the Academic Affairs Assistant must be able to understand, develop and practice this philosophy.
If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply - cover letters are welcome but not required. Thank you for considering employment opportunities with the Department of Emergency Medicine.
Gather information for 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.
Gather all components of the appointment/promotion form, and organize in compliance with guidelines.
Maintain records documenting search, recruitment, and appointment/promotion processes.
Assemble and draft materials for the appointment and promotion files.
Process and track approved activities (e.g., sabbaticals and other leaves, resignations, retirements, FTE changes), and maintain appropriate documentation and communication.
Process purchasing/travel card transactions
Assist in coordination of visa process, as needed.
* - Other duties may also be assigned
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.
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.
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.