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SLAC National Accelerator Laboratory is one of 17 Department of Energy (DOE) National Laboratories, and operated by Stanford University on behalf of the DOE. SLAC develops and operates some of the world’s premier science facilities, including the first hard X-ray free-electron laser. Research at SLAC explores the structure and function of matter and the properties of energy, space and time, at the smallest and largest scales, all with the goal of solving problems facing society and advancing human knowledge.

 

 


Faculty Affairs/ Program Administrator

Job Requisition #: 2939
Classification Title: Administrative Services Administrator 1
Grade: H
Location: Menlo Park, CA (HQ)
# of openings: 1

Description

POSITION OVERVIEW:

SLAC National Accelerator Laboratory seeks a Faculty Affairs/Program Administrator professional to support the full range of faculty affairs responsibilities and other related programmatic functions. This position will serve as the primary point of contact for academic and faculty affairs policies and processes and also perform high-level administrative and operational support duties. This position is expected to maintain the highest level of discretion, confidentiality, and service while coordinating, facilitating, and delivering these activities.  Specific responsibilities include the following:

Faculty Affairs Duties (50%):

  • 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.
  • Work with the chairs of both SLAC academic departments Particle Physics & Astrophysics and Photon Science, the Advisory Board, and the Provost to ensure compliance with Board of Trustees and Academic Council policies and to facilitate effective communication on issues related to the Professoriate, Academic Staff and Other Teaching Staff.
  • Generate highly confidential department-wide faculty appointment/reappointment, promotion, retention, and other faculty support materials. Administer and track faculty compensation packages and funding allocation among university and laboratory departments. 
  • 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.

Operational/Program Administration Duties (50%) :   

  • Maintain and manage faculty database/website, and coordinate with other University offices and committees to assist with interpreting policies. 
  • Provide operational support for academic departmental affairs, including faculty meetings and retreats, search/review committees, organizing colloquiums, and taking minutes.
  • Support the search process for new faculty this includes coordinating the logistics of complex travel and meeting schedules,
  • Work with the chair of the Laboratory Appointment and Promotion Committee (LAPC) to assist with gathering documents and data for SLAC staff scientist promotions, coordinates gathering of faculty annual reports, and prepares leave and sabbatical requests for Academic Staff.
  • Assist with the administration of the Panofsky fellowships
  • Manage the Faculty Affairs b udget including responsibility for allocation, tracking, monitoring and forecasting expenses.

JOB PURPOSE:

Administer and support programs or functions under general supervision.

CORE DUTIES*:

  • Independently implement, administer and evaluate day-to-day activities of the unit, function or program. Act as key contact.
  • Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
  • Analyze and interpret policies; develop, revise and implement procedures for program or function.
  • Represent the program or function within the department, unit or school. May also represent the program or function to external constituencies.
  • Organize and/or participate in outreach activities that may include communications, events, training, and/or conferences. May participate in development of budgets or oversee budgets and monitor and approve expenditures.
  • May direct staff to perform various tasks and assignments. May also supervise staff.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Relevant subject matter knowledge.
  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • Demonstrated ability to take initiative and ownership of projects.
  • Ability to communicate effectively both orally and in writing.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Ability to direct the work of others, for jobs requiring supervision.
  • Proficiency in  Microsoft Office products.

Experience in one or more of the following is strongly preferred.

  • Experience in faculty affairs administration and/or joint faculty appointment process.
  • A comprehensive understanding of faculty salary and compensation package administration process.
  • Experience managing data/information residing in multiple systems/ programs or inter-institutional systems.

Certifications and Licenses:

None

SLAC Employee Competencies:

  • Effective Decisions :  Uses job knowledge and solid judgment to make quality decisions in a timely manner.
  • Self-Development :  Pursues a variety of venues and opportunities to continue learning and developing.
  • Dependability :  Can be counted on to deliver results with a sense of personal responsibility for expected outcomes.
  • Initiative :  Pursues work and interactions proactively with optimism, positive energy, and motivation to move things forward.
  • Adaptability :  Flexes as needed when change occurs, maintains an open outlook while adjusting and accommodating changes.
  • Communication :  Ensures effective information flow to various audiences and creates and delivers clear, appropriate written, spoken, presented messages.
  • Relationships :  Builds relationships to foster trust, collaboration, and a positive climate to achieve common goals. 

PHYSICAL REQUIREMENTS*:

  • Constantly perform desk-based computer tasks.
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone.
  • Rarely lift/carry/push/pull objects that weigh 11-20 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:

  • May work extended hours or weekends.

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 environment, safety and security; communicates related concerns; uses and promotes safe behaviors based on training and lessons learned. Meets the applicable roles and responsibilities as described in the ESH Manual, Chapter 1—General Policy and Responsibilities: http://www-group.slac.stanford.edu/esh/eshmanual/pdfs/ESHch01.pdf
  • 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.

 

  


SLAC National Accelerator Laboratory is an Affirmative Action / Equal Opportunity Employer and supports diversity in the workplace. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital or family status, sexual orientation, gender identity, or genetic information. All staff at SLAC National Accelerator Laboratory must be able to demonstrate the legal right to work in the United States. SLAC is an E-Verify employer.

 

Final candidates are subject to background checks prior to commencement of employment at the SLAC National Accelerator Laboratory.

Internal candidates, who are selected for hire, may require degree verification and/or credit checks based on requirements of the new position.

 

For Clery Act Information click here: http://www.stanford.edu/group/SUDPS/safety-report/security-authorities.shtml




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