Faculty Affairs Officer/Staff Associate (Hybrid Opportunity)

School of Humanities and Sciences, Stanford, California, United States

Administration

Post Date Jul 16, 2024

Requisition # 103958

Faculty Affairs Officer/Staff Associate (Hybrid Opportunity)

School/Unit Description:

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 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.

Position Summary:

Reporting to the Assistant Dean for Faculty Affairs, the Faculty Affairs Officer/Staff Associate will be responsible for a wide range of activities related to the faculty life cycle processes and support of faculty in general within the School of Humanities and Sciences. Responsibilities include, but are not limited to:

· Manage and track faculty sabbaticals and leaves (including junior faculty leave, enhanced sabbatical program, and LWOS) for all departments within H&S. Maintain and update faculty sabbatical and leave records in the HandSO system to reflect leave timeframes and funding sources. Prepare regular reports for provost office regarding H&S faculty sabbaticals and other leaves.

· Expert in university faculty sabbatical and leave policy and procedures.

· Collaboration with our finance team as required on faculty labor schedules related to faculty leave and sabbaticals. Intermediate experience in financial principles and reporting is desired.

· Responsible for managing and tracking the emeritus recalls process.

· Responsible for processing and managing faculty professoriate amendments in FASA database. Subject expert in FASA database is highly encouraged.

· Process new faculty hire A-Forms as part of the onboarding process in collaboration with our HSDO human resources team.

· Willingness to become a part of a collaborative faculty affairs team environment that fosters partnership, innovative thinking, and customer-oriented service. Working closely with key stakeholders (HSDO, H&S Departments, IT, HR, Provost Office, and H&S Senior Administration).

· Partners with the Senior Associate Dean of Humanities and Arts (a senior academic appointee responsible for oversight of the humanities and arts cluster consisting of twelve academic departments, seven interdepartmental degree-grants programs, and seven centers) to serve as the principal administrative support/Staff Associate. The Staff Associate has significant coordination, facilitation, and analysis responsibilities. Responsible for tracking and providing detailed retention reporting specific to the natural sciences cluster. In addition, the staff associate is responsible for data entry related to cluster specific commitments and tracking the Senior Associate Dean’s discretionary funds on a consistent basis.

· May independently, or in collaboration with the H & S faculty affairs team perform data collection and reporting: design and maintain databases. Create regular reports and ad-hoc reports for various H&S processes (upcoming appointments and promotions, search authorizations, open searches, department backgrounds, etc.).

· Information development, maintenance and reporting responsibilities to include maintaining relevant databases and create regular reports for HSDO staff, provost office staff, and others as needed.

· Responsible for PeopleSoft coordination as it relates to faculty leave status updates and changes. Determine correct reflection of various faculty actions in PeopleSoft. Advise HR Service Center staff how to enter or revise PS data. Serve a primary liaison to provost office faculty affairs, payroll, and HR benefits regarding H&S faculty PS records.

This is a 100% FTE, continuing, exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need .

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.

In this role, you will:

• Provide necessary operational support to search/review committees and to mentoring and/or annual counseling of faculty, and make recommendations for process improvement.

• Ensure quality of faculty employment activities. 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.

• Manage the administration of joint appointments.

• Provide reporting and analysis for various faculty activities and programs to support strategic planning.

• Act as liaison for other university departments including, but not limited to, the Provost's Office, 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.; serve as primary point of contact in orienting new faculty to the department, school, and university; and/or supervise staff.

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor's degree and five 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.

• Demonstrated experience in managing complex administrative processes.

• Demonstrated experience training, supervising, and evaluating staff, if supervising.

• Excellent communication skills.

• Demonstrated problem solving and analytical skills.

• High level of independent judgment and sensitivity.

• 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 the job.

WORKING CONDITIONS:

● 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,http://adminguide.stanford.edu.

The expected pay range for this position is $94,000 to $120,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

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. Ourcultureandunique perksempower you with:

● Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a 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.

The job duties listed are typical examples of work performed by positions in this job classifications 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.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants

requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form.

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.

Additional Information

• Schedule: Full-time

• Job Code: 4173

• Employee Status: Regular

• Grade: H

• Requisition ID: 103958

• Work Arrangement : Hybrid Eligible, On Site