Please note this position will be based on the Stanford campus and is a hybrid (working on-site and working from home) subject to operational need.

Are you interested in being part of a team that inspires each other, collaborates on new processes, and has fun together? Do you like to contribute ideas and lead initiatives? We are a large team of professionals that excels in leading process improvement and providing excellent customer service to our Department leaders. If this sounds exciting and something you would like to be a part of, please apply to our open Academic Affairs Assistant position! We look forward to learning more about you and how you can contribute to our dynamic team!

The Department of Pediatrics in the Stanford University School of Medicine is committed to advancing the health of infants, children, and adolescents through innovative medical care, research, training, and advocacy. With over 400 pediatricians and pediatric subspecialties, our department is one of the largest in the Stanford University School of Medicine. The Department of Pediatrics is ranked among the top in the nation by US News and World Report.

In partnership with Stanford Medicine Children's Health and other hospital partners and affiliations, our programs and services offer state-of-the-art primary and specialty care. Our researchers and clinicians collaborate across the bench-to-bedside-to-backyard continuum, transforming their discoveries into the most effective diagnostics, treatments and prevention therapies available today.

The Department of Pediatrics is seeking an Academic Affairs Assistant. The Academic Affairs Assistant will work under general supervision of the Academic Affairs Manager and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail, respectful relationship management and the ability to comply with complex policies and procedures. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to Faculty Affairs - the ability to translate this information into operational successes will be critical. The Department of Pediatrics 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 a servant leadership philosophy.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply - resume and cover letter are required. Thank you for considering employment opportunities with the Department of Pediatrics.

Duties include:

Primarily assist with the following populations and areas: Instructor appointments/reappointments, Clinician Educator (CE) appointments/reappointments/promotions, all sabbatical and PDL requests for the Department, CE/Instructor Extensions and CE/Instructor FTE Changes. Includes solicitation of letters and evaluations, drafting memos, etc.
Assist with gathering components of files and organize in compliance with guidelines for the above-named populations.
Maintain records documenting appointment/promotion processes.
Process and track approved activities (e.g., sabbaticals and other leaves, resignations, retirements, extensions, FTE changes), and maintain appropriate documentation and communication.
General administrative support such as scheduling and coordination of meetings, and assisting with special projects and presentations.

* - *Other duties may also be assigned*

DESIRED QUALIFICATIONS:

Experience working in an academic affairs environment is desirable, but not necessary.

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):

Elevated 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.

CERTIFICATIONS & LICENSES:

None

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 his or her job.

WORKING CONDITIONS:

Occasional extended hours.

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. The hourly rate for this position working in the California Bay area is between $34.23 to $40.36 based on commensurate experience and background.

Additional Information

Schedule: Full-time
Job Code: 4159
Employee Status: Regular
Grade: F
Department URL: http://pediatrics.stanford.edu/
Requisition ID: 109168
Work Arrangement : Hybrid Eligible

Academic Affairs Assistant

Stanford University

Palo Alto, CA, USA