Job Code: 4160
Job Grade: G
Stanford University is one of the world's most renowned universities. Sitting in the heart of the San Francisco Bay Area among the valley's most progressive companies, the School of Medicine is seeking a candidate to fulfill the influential role of Executive Assistant in the Department of Comparative Medicine. Comparative Medicine is a distinct discipline of medicine that uses animal models of human and animal disease in translational and biomedical research. Our mission is to advance human and animal health through outstanding research, veterinary care, and training.
Stanford University is seeking an Executive Assistant 1 to provide exceptional and professional administrative support primarily for the Chair of the Department of Comparative Medicine, but also for the Department’s faculty and senior staff. Working under minimal supervision on all areas the Chair oversees, the Executive Assistant 1 will be responsible for complex and varied administrative tasks while interacting with a diverse group of individuals in an active, fast-paced, and challenging environment. With practical experience and forward thinking, s/he should be able to anticipate the needs of the Chair and proactively prevent problems, recommend solutions, and/or independently handle issues. May be responsible for leading other administrative staff or subordinates.
As the Executive Assistant, you will be working with an unparalleled leading-edge community of faculty and staff who are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas and have the ability to make a difference for those in the pursuit of medical advancements. Our culture is fast paced, energetic and growing.
- 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.
- Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
- 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.
- Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
- 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.
- Gather information for search initiations, search waivers, reappointments, and promotions. Collect applications, and provide administrative support to search and review committees; provide advice on process requirements.
- Post job announcements, and distribute other outreach materials to attract candidates.
- Coordinate all logistical aspects of candidate visits, including arranging transportation and accommodations, scheduling meetings and interviews, and processing reimbursements.
- Gather all components of the appointment/promotion form, and organize in compliance with guidelines.
- Maintain records documenting search, recruitment, and appointment/promotion processes.
- Assemble and draft materials for the appointment and promotion files.
- Process and track approved activities (e.g., sabbaticals and other leaves, resignations, retirements, FTE changes), and maintain appropriate documentation and communication.
- May also supervise staff.
- Excellent writing and verbal communications is strongly desired.
- Experience with processes related to university faculty appointments & promotions is highly desired.
- Collegial service skills and traits are highly desired.
EDUCATION & EXPERIENCE (REQUIRED):
- High school diploma and five years of relevant experience or combination of education and relevant experience.
- Related college degree desired.
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.
- High level of attention to detail and accuracy.
- Ability to track, monitor and adhere to deadlines.
- Ability to learn university systems.
CERTIFICATIONS & LICENSES:
- 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.
- May work flexible work schedule including weekends.
WORK STANDARDS (from JDL):
- 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.