Academic Affairs Manager

Academic Affairs Manager

School of Medicine, Stanford, California, United States

New

Administration

Reporting to the Vice Dean of the School of Medicine, the Office of Academic Affairs (OAA) is comprised of ten faculty Associate Deans, one Associate Dean for Academic Affairs, and twenty-three staff members who serve a total population of approximately 5,000. The primary mission of OAA is to serve as a resource in preserving and enhancing the excellence of the School of Medicine through the appointment, reappointment, promotion and retention of a distinguished and diverse faculty. As a Faculty Affairs Administrator 4 position, the Academic Affairs Manager is a program manager, expected to provide expert guidance to influence and partner with faculty and administrative leadership in the School. They are responsible for the full spectrum of actions and activities related to professoriate faculty in the University Tenure Line, University Medical Line and Non-Tenure Line. Reporting to the Director of Academic Affairs, the Academic Affairs Manager's core duties will include, but are not limited to :

Monitoring and enforcing compliance with and interpreting School and University policies for department chairs, division chiefs, faculty search committees, faculty candidates, and faculty affairs administrators.

Critically evaluating and communicating recommendations to optimize initial faculty search initiations and subsequent search reports; waivers of search; offer letters; and referee, trainee and peer set lists.

Critically evaluating and communicating recommendations to improve the quality of appointment, reappointment and promotion long forms.

Clear and effective communication, coordination, and engagement with fellow professoriate team members throughout the workday.

Planning and prioritizing file review in response to appointment end dates, departmental appointment and retention needs and in compliance with School and University deadlines.

Management of School Appointments and Promotions Committees to ensure timely and efficient Dean's Office review.

Implementing process improvements and providing hands on training to department faculty affairs administrators, directors of faculty affairs, and associate directors of finance and administration. Independently provide subject matter expertise to council this population on the full spectrum of professoriate faculty affairs matters.

Liaising with OAA staff to facilitate effective workflow across the clinician educator, other teaching title, and visiting and short-term academic populations in the School.

Liaising with OAA staff to facilitate OAA leadership objectives.

Overseeing the documentation of annual counseling for assistant and associate professors and senior faculty annual meetings; participating in organizing and conducting faculty workshops on reappointments and promotions.

Advising faculty and staff on exception requests policy and drafting exception requests on behalf of the Dean and Vice Dean of Medicine to the Provost's Office.

Advising faculty and staff on policy for endowed professorship nominations, sabbaticals and other leaves, when necessary.

Establishing and maintaining strong working relationships and effective and compliant workflow with Faculty Compensation, the Provost's Office, Office of the General Counsel, Office of Faculty Development, Diversity, and Engagement, Research Management Group, Office of the Dean of Research, other Schools, and other administrative and academic units.

Representing the School of Medicine on University-wide committees convened by the Provost's Office or other central units.

Duties include :

Consult and advise senior faculty and administrative leadership on program and policy development. May provide input to university leadership on institutional, academic, and administrative policies and guidelines.

Conduct strategic analysis of data, policy, and other information relevant to critical functional area(s) of faculty affairs for the School of Medicine. Identify and resolve issues of substantial significance that affect the faculty affairs function beyond the immediate organization.

Ensure compliance with school and university policies. Manage university faculty conflict of interest requirements for the organization as needed, utilizing institutional and departmental understanding of relationships in relevant fields.

Serve on school or Provost's Office committees to provide input on faculty affairs issues. Represent the organization to other university departments including, but not limited to, the Provost's Office; Office of General Counsel; Office of Faculty Development, Diversity, and Engagement; Office of Technology Licensing; Dean of Research; Office of Development; and other academic units.

Contribute to the management and the direction of academic and administrative policy development for programs and operations. Interpret and explain policy and programmatic development and changes to department chairs and managers on programmatic and policy development.

Oversee the collection, management, analysis, and / or reporting of faculty data including but not limited to faculty diversity and affirmative action. Assist in ensuring compliance with related policies. May oversee allocation of the organization's resources.

May independently or in collaboration with the Provost's Office, direct faculty and / or academic staff supervisors and managers in the interpretation and implementation of faculty affairs policies, procedures, and programs.

May provide input to university leadership on institutional academic and administrative policies and guidelines for improvement.

May direct staff and provide leadership to achieve goals and vision of the organization and the day-to-day operations.

• Other duties may also be assigned.

DESIRED QUALIFICATIONS :

Experience working in the area of academic affairs, preferably in a Medical School setting.

EDUCATION & EXPERIENCE (REQUIRED) :

Bachelor's degree and seven years 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.

Excellent planning and organizational skills.

Ability to manage multiple responsibilities, projects, and deadlines.

Excellent communication skills.

Strong negotiation skills and effective interpersonal skills.

Demonstrated experience in managing complex administrative processes.

Demonstrated experience training staff, and evaluating a set body of work.

Demonstrated problem solving and analytical skills.

High level of independent judgment and sensitivity.

Strong expertise in business and management computer applications and databases.

Subject matter expertise for area(s) of responsibility.

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.

WORKING CONDITIONS :

Occasional work 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.