Executive Assistant to the Chair

Stanford, California, United States

Administration

Post Date Aug 22, 2024

Requisition # 104340

The Department of Biomedical Data Science (DBDS)in the Stanford University School of Medicine is a diverse and inclusive group at the forefront of AI and precision health innovation. Our world-renowned faculty work on a variety of complex problems that create advancements in healthcare treatments and therapies. DBDS is seeking an Executive Assistant (EA) to the Chair of the Department. The ideal candidate is expected to intuitively translate incoming requests and indirect requirements into achievable goals while anticipating future needs. The EA will coordinate all activities of the Department Chair, including University level initiatives.

DBDS is growing team, including long-tenured faculty, staff and leadership. The Department’s mission touches education, research and advancements in clinical care. The EA will be communicating with a broad range of individuals at the Executive level, internally and externally. The Chair’s office, otherwise known as “the team”, is a group of about 17 people. We are a supportive group that prioritizes well-being, with many team events and opportunities for professional development and personal growth. We value balancing home and work life. We foster an environment that leads to fulfilling and rewarding careers at Stanford University. The EA will lead administrative functions, participate in social media/marketing, fundraising, and the many education and research initiatives underway.

We would love for you to apply if you are an experienced EA within the Medical community who loves to be the right-hand to an executive and enjoys heavy calendar management. You will love this job if you are looking to find a fabulous executive to support amongst a supportive team within a cutting-edge Department.

Duties include:

• Coordinate the Department Chair’s activities, including management of a complex calendar, to-do list, travel arrangements and associated logistics.

• Independently implement, administer, and evaluate day-to-day activities of Department Chair by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.

• Coordinate the Department Chair’s activities, including management of a complex calendar, to-do list, travel arrangements and associated logistics.

• 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 Department Chair as the key contact and subject matter expert within the department, unit or school. Provide information and frequently interact with external/internal stakeholders and constituencies.

• Organize and/or participate in developing communications and training, planning/promoting initiatives or programs.

* - Other duties may also be assigned

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

The expected pay range for this position is $69,100 to $120,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources atstanfordelr@stanford.edu. For all other inquiries, please submit acontact form.

Stanford is an equal employment 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.

DESIRED QUALIFICATIONS:

The ideal candidate is a friendly, proactive, and dependable self-starter with strong interpersonal, communication skills and proactively solve problems and/or independently handle issues. They should demonstrate an ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact. A positive attitude and a passion for customer service and supporting others to manage a wide variety of tasks in a fast-paced academic environment with frequently shifting priorities.

• Expertise in project management for both large- and small-scale projects pertaining to operations, facilities management, and human resources.

• Must be able to work collegially with faculty, executives and staff both internal and external to Stanford

• Must possess the ability to make decisions, present them, and follow through with implementation

• Candidate should possess exceptional organizational, analytical, and quantitative skills, good judgment, flexibility, ability to work independently, and supervise and provide direction to office staff

• Must possess excellent computer skills and willingness to constantly learn new technical systems.

• Must be proficient with Outlook, Word, Excel, and PowerPoint, Smartsheets, Google suite, Box.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• 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.

• Relevant subject matter knowledge.

• Ability to direct the work of others, for jobs requiring supervision.

CERTIFICATIONS & LICENSES:

None

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 his or her job.

WORKING CONDITIONS:

• Occasional evening and weekend hours.

Additional Information

• Schedule: Full-time

• Job Code: 4121

• Employee Status: Regular

• Grade: H

• Requisition ID: 104340

• Work Arrangement : Hybrid Eligible