Medical Admin Assistant

4 days ago

Stanford, United States Jobility Talents Solution Company Full time

Description:
The Department of Psychiatry and Behavioral Sciences in the School of Medicine is seeking a 6 month temporary Faculty Affairs Administrator 2 to provide analysis, guidance, and management of faculty appointments, reappointments, and promotions, as well as faculty searches. This position will also support departmental compliance with school and university policies for faculty members appointed in the department.

Duties include:
Coordinate meetings and prepare and disseminate relevant materials for our department’s A&P Committee and search committees; this will include ensuring the required quorum for meetings is met on pertinent files.
Manage assembly of Professoriate long forms, inclusive of referee and trainee identification and solicitation tracking, and coordination of the narrative report with the long form faculty lead.
Review all letters upon receipt for any concerning commentary and alert supervisor if this occurs for action steps.
Draft and finalize offer letters and make any changes as needed in tandem with OAA, the Director of Academic Affairs, Division Chief, DFA, and Department Chair.
Serve as primary point of contact for new Professoriate faculty, to provide onboarding information and support initial maneuvering through Stanford systems, help in accessing training as required and other faculty related requirements and activities. Request to all faculty for their CVs and contributions to the department mission goals and track compliance for leadership.
Manage compliance with required annual OPACS reporting, in partnership with the Director of Faculty Affairs.

**Requirements**:
**DESIRED QUALIFICATIONS**:
Experience working in academic medicine and/or academia.
Experience working with professoriate faculty files.
Proficient in the use of new/helpful technology and other electronic means of confidential file data tracking and sharing.
Exceptional written communication skills
Ability to work effectively with leaders, faculty, staff, and learners across the organization.

**EDUCATION & EXPERIENCE (REQUIRED)**:
Bachelor's degree and three 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.
Ability to track, monitor and adhere to deadlines.
Ability to learn university systems.
Experience working with databases and Microsoft Office suite.
Excellent communication skills.
Demonstrated ability to act with tact and maintain confidentiality.
Demonstrated problem solving and analytical skills.
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.

**Job Types**: Full-time, Contract

Pay: Up to $25.00 per hour

Schedule:

- Day shift
- Monday to Friday
- Rotating weekends
- Weekends as needed

Work setting:

- In-person

Application Question(s):
**Education**:

- Bachelor's (required)

**Experience**:

- Academic Medicine and/or academia: 3 years (required)
- Administrative Support: 3 years (required)
- databases and Microsoft Office suite: 3 years (required)

**Language**:

- English (preferred)

Work Location: In person

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