The Department of Pediatrics, Division of Gastroenterology, Hepatology and Nutrition (Pediatric GI Division) is seeking an Executive Assistant (Administrative Associate 3) position to independently provide high-level of administrative and operational support to the Division Chief in most aspects of his administrative, clinical, educational and research responsibilities. This position is critical to the Division as it provides a work environment that would allow the Chief to focus on critical and strategic issues by knowing the operational aspects are being handled in an effective and efficient manner. The Executive Assistant must apply critical thinking to anticipate and aid with the needs of the Chief's leadership role. This position requires discretion and independent judgment to manage the job responsibilities which will involve problem solving of operational issues and handling sensitive and confidential matters; applying basic analytical skill to existing policies and concepts, serving as the liaison to the campus community, faculty, staff and external organizations; managing the administrative and operational functions for the Chief such as overseeing the Chief's calendar, schedule and responding to emails/requests on his behalf. In addition to the above, the incumbent will provide executive assistance to a couple of other research faculty members and provide back-up support to the Division on various events.
The Pediatric GI Division advances the treatment of pediatric gastrointestinal and liver disorders through the coordinated efforts of its patient care, research and educational activities. Gastrointestinal disease is one of the most common ailments affecting the health of infants and children worldwide. Currently, this program has ~30 pediatric gastroenterologists with nationally recognized expertise through their research, teaching, and clinical programs which attracts leading candidates to their fellowship program.
The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles.
Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Create complex reports and spreadsheets which may utilize specialized software and systems.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
* - Other duties may also be assigned DESIRED QUALIFICATIONS:
Prior experience in editing papers and has excellent communication - written, verbal and interpersonal.
Prior experience in handling confidential information with tact and discretion; demonstrated ability to exercise good judgment, identify problems, and seek appropriate resolutions.
Demonstrated ability to take initiative.
Demonstrated strong administrative skill and prior experience in working with administrative policies and procedures.
Prior experience in working on projects to meet tight deadlines and last minute requests efficiently and accurately.
At least one year of experience working as meeting scheduler.
Prior experience working in an academic clinical setting.
Demonstrated strong interpersonal skill and diplomacy and ability to interact with members from various levels of an organization.
Prior experience working with a diverse population from all level.
Demonstrated strong problem solving skill.
Careful attention to detail.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Advanced computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, and assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions PHYSICAL REQUIREMENTS*:
Constantly perform desk-based computer tasks.
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.
General office environment.
Travel to/from locations across campus. Additional Information
Location: School of Medicine, Stanford, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 12000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford is an equal empl...oyment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.