Executive Assistant to the Stanford Cancer Institute Director

Location
California, United States
Posted
06 Nov 2018
End of advertisement period
06 Jan 2019
Ref
80880
Contract Type
Permanent
Hours
Full Time

Job Code: 4160
Job Grade: G

The Stanford Cancer Institute (SCI) is one of only 49 National Cancer Institute-Designated Comprehensive Cancer Centers in the country, and builds synergies and collaborations across Stanford Medicine. The SCI is a prominent, dynamic and complex Institute in the Stanford School of Medicine. We seek an Executive Assistant to support the Director of the SCI. In this vital role you will help us enact our mission to reduce cancer mortality through comprehensive programs of cancer research, treatment, education and outreach. You will be working with an unparalleled leading edge community of faculty and staff who are fundamentally changing the world of health care in the cancer arena. 

The SCI is fast-paced, team-oriented, and forward-thinking. Our staff run toward challenges, and you will have a demonstrated history of doing the same with a high degree of professionalism and initiative. Supporting the Director with direct reporting to the SCI Operations Manager, you will support strategic priorities that require your gifts for accuracy, organization, flexibility, and independence.

Our ideal candidate is: 

A SCHEDULING MAVEN

You will oversee complex calendars with limited consultation and gracefully resolve conflicting requests with a sharp eye for prioritization alongside well-honed time-management skills. You will coordinate and oversee high-profile meeting logistics as well as manage extensive and complex business travel for the Director and in compliance with unit, university, and sponsor policies.

A COMMUNICATIONS EXPERT

As a liaison with internal and external constituencies, you will interact regularly with executive and senior level staff across the entities that comprise Stanford Medicine, as well as our valued donors and faculty candidates. You will possess the highest degrees of diplomacy, tact, and grace. You will occasionally represent the Operations Manager in her absence, and may speak on her behalf. Exceptional written skills are a given, as you will compose correspondence and develop and edit presentations and documents for the Director. You also serve as a key member of the SCI administrative team.

A FOCUSED JUGGLER

You will skillfully manage multiple projects. Each project may require tracking action items, monitoring deadlines and assuring deliverables, and require that you follow-up with appropriate parties to ensure deadlines are met. You have developed efficient processes to allow you to smoothly manage single projects and can quickly adapt to incorporate additional projects as the needs arise.

DUTIES INCLUDE:

  • Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
  • Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
  • Manage complex business travel in compliance with unit, university, and sponsor policies.
  • Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
  • May also supervise staff.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

  • Prior work experience at Stanford Medicine strongly preferred.
  • Organizational knowledge of Stanford Medicine or similar academic medical center preferred.
  • Administrative experience in the field of oncology.
  • Proven strong organizational skills in a fast paced environment.
  • Excellent problem solving skills, resourcefulness, and the ability to identify when to act independently and when to seek advice.
  • Outstanding interpersonal skills including diplomacy, tact, and respect for confidentiality.
  • Experience with complex calendars and travel arrangements.

EDUCATION & EXPERIENCE (REQUIRED):

  • High school diploma and five years of relevant experience or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications. 
  • Excellent verbal and written communication skills, including editing and proofreading.
  • Excellent planning and organizational skills.
  • Ability to take initiative and ownership of projects.
  • Demonstrated ability to handle sensitive issues and maintain confidentiality.
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
  • Ability to multi-task, adapt to changing priorities and meet deadlines.

PHYSICAL REQUIREMENTS*:

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

* - 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:

  • May work flexible work schedule including 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 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.