The Stanford School of Medicine seeks an Executive Assistant to support the Senior Associate Dean of Global Health and help advance the Stanford Center for Innovation in Global Health’s work in reducing health disparities and strengthening health equity worldwide. The Executive 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, high flexibility and responsiveness, the ability to juggle multiple competing priorities, the ability to 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.

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

About Stanford University School of Medicine

With more than 2,300 faculty, each providing a unique mix of research, education, and patient care effort, organized in 30 academic departments and 16 interdisciplinary institutes and centers, supported by more than 3,900 staff, educating 3,000 students, postdoctoral fellows, clinical residents/fellows, and trainees, and collectively generating about $2.6B in revenues, the School of Medicine is Stanford’s largest school and truly a complex organization.

Holistically, the School of Medicine is rooted in an inclusive culture of excellence and diversity that values innovation, collaboration, and life-long learning. To foster the talents and aspirations of staff, Stanford offers career development programs, competitive pay that keeps pace with market trends, and benefits that increase financial stability and promote healthy, fulfilling lives.

DESIRED QUALIFICATIONS:

  • Excellent customer service, communications, and interpersonal skills.
  • Ability to be highly flexible, adaptive, and organized.
  • Ability to anticipate the administrative needs of the Senior Associate Dean for Global Health, and proactively act on them.
  • 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.
  • Events planning experience.
  • 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.

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.

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.
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