Job description
The School of Engineering
Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.
Founded in 1965, the Stanford Computer Science (CS) Department continues to lead the world in computer science research and education. Throughout the past five decades, the Stanford CS Department has influenced society at levels that remain without parallel among academic institutions. Its spin-offs are among the most successful corporate ventures in the world, and many of the leaders in academic and corporate research world are graduates of the Stanford CS Department.
This is a hybrid faculty affairs and staffing position. The Faculty Affairs and Staffing Administrator assists the Faculty Affairs Administrator and CS Assistant Manager with faculty affairs and staffing to support the yearly processes for the Computer Science Department. This position will act as a local resource for the department.
Your responsibilities include:
Faculty Affairs:
- With the Faculty Affairs Administrator and CS Department Chair, process annual appointment, reappointment and promotion long forms for CS faculty. Provide administrative support to the review committees and provide advice on process requirements. Contact faculty under review to request required materials. Schedule CS excom review, faculty votes, and SoE excom reviews for each case. Collect and prepare all materials for long forms and submit to SoE. CS is a large department with 10+ cases each year.
- Coordinate faculty and/or lecturer searches and waivers of search. This includes: Posting job announcements, collecting applications (250+), scheduling search meetings, scheduling two-day interviews (10-20), travel arrangements and reimbursements for candidates, collecting and organizing search committee and faculty feedback, follow-up for the committee and Department Chair. Collect materials and prepare long forms for search finalists. Scheduling and organizing follow-up visits with CS, SoE, Housing and the Worklife Office for the candidates that receive offers.
- Assist with visa processing and greencard processing for new faculty.
- Maintain records documenting search, recruitment, and appointment/promotion processes.
Staffing:
- Administration of student and non-student temporary/casual hires. Coordinate with faculty, admins and students/temps for all required paperwork including background check information. Prepare and send forms to SoE.
- Investigate and resolve routine payroll problems for temps and casual employees.
- Intern administration, unpaid and summer international undergraduates: Coordinate paperwork for all unpaid CS interns, high school and domestic and international undergraduates. Collect forms, process J-1 visas, review forms for correctness and forward to SoE for approval.
- Coach and orient managers and new administrative hires on Axess timecard processes, including entry, submission, deadlines and edits. Review, approve and edit timecards for temps and casual employees as necessary. Send bi-weekly Axess timecard deadline reminders to all staff.
- Administer the hiring, promotion and visa processes for Academic Staff Research (ASR) appointments.
- Responsible for Labor Schedule updates and Labor Distributions for non-grant transactions.
To be successful in this position, you will bring:
Education & Experience:
Associate degree and one year 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.
- 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.
In addition, preferred requirements include:
- Previous experience with Stanford faculty affairs
- Previous experience with visa processing (H-1, J-1 O-1)
- Previous experience with FASA
Physical requirements*:
Constantly 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. Occasionally sort/file paperwork or parts, kneel/crawl, twist/bend/stoop/squat, lift/carry/push/pull objects that weigh up to 10 pounds.
Pay Range:
The expected pay range for this position is $70,000 to $80,000 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.
- 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.
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
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!
How to Apply
We invite you to apply for this position by clicking on “Apply for Job”. To be considered, please submit a cover letter and résumé with your application. Your one-page cover letter should briefly describe your background and provide examples of your experience with attention to detail, responsiveness, confidentiality and decision-making.
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.
- 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.
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