Published: 11/30/2022


The Stanford School of Medicine seeks an Executive Administrative Assistant to support Dr. Michele Barry, director of the Center for Innovation in Global Health and the Senior Associate Dean of Global Health. In addition to assisting Dr. Barry, this position would also help advance the Stanford Center for Innovation in Global Health’s work in reducing health disparities and strengthening health equity worldwide.

The Administrative Assistant will provide administrative and operational support to the Senior Associate Dean, including managing calendars, processing financial transactions and expenses, managing grants pre- and post-award, and coordinating logistics for conferences, seminars, and events. This position requires senior administrative skills, the ability to juggle multiple competing priorities, work independently and demonstrate diplomacy, judgment, and initiative. Organized, detail-oriented, dynamic and talented individuals interested in working in a fast-paced mission-driven team are encouraged to apply. 

THE CENTER

Stanford’s Center for Innovation in Global Health is committed to increasing wellbeing, world-wide. With nearly 200 faculty fellows from all seven schools within the university, we share knowledge, equip leaders and build interdisciplinary teams to address urgent global health challenges and achieve health equity. We focus our research and educational programs in three main areas – 21st century leadership, human and planetary health, and global health equity – and we partner with local organizations around the world to ensure that Stanford’s commitment to excellence extends well beyond our campus.

Duties include:

  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange complex international travel in compliance with unit, university, and sponsor policies.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies in compliance with university policies.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging webinars and virtual speaker events, and organizing vendors for services, overseeing the production and distribution of event materials, administering logistics, marketing and advertising the event, and managing event within budget.
  • Act on behalf of the Senior Associate Dean in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform 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.
  • Support pre-award grants research by gathering data, creating reports, coordinating with collaborators, and liaising with RMG.
  • Support post-award grants and research administration by coordinating with RMG/OSR, supporting donor reporting efforts, initiating international subawards in order to achieve deliverables, and communicating with sites and international partners.

* – Other duties may also be assigned.

DESIRED QUALIFICATIONS:

  • Experience working in global programs and with global constituencies and visitors.
  • Strong financial and expenses experience.
  • Pre- and post-award grants and research management experience.
  • Strong proficiency with all Microsoft Office products, especially Outlook, PowerPoint, and Google Docs.
  • Excellent customer service and interpersonal skills. 
  • Events planning experience.
  • Ability to be highly flexible, proactive and organized. 
  • Bachelor’s degree highly preferred.

EDUCATION & EXPERIENCE (REQUIRED):

  • High school diploma and six 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.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent 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.

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