Stanford University
Administrative Supervisor (Hybrid Opportunity)
Stanford University, Stanford, California, United States, 94305
Overview
Administrative Supervisor (Hybrid Opportunity) – School of Medicine, Stanford, California, United States. The Division of Cardiovascular Medicine at Stanford University is seeking a dynamic, highly organized Administrative Supervisor to lead and support our team of over 100 faculty, clinician educators, and instructors. This division focuses on excellence in research, medical education, and clinical care. You will supervise administrative staff, manage operations, and provide direct administrative support to 1-3 senior faculty members. This is a hybrid eligible position. Duties include
Act on behalf of the supervisor, department manager, or chair in establishing priorities and resolving administrative problems. Research and/or write background information for meetings. Participate in meetings on the supervisor’s behalf and inform after the fact. Oversee and/or perform duties related to scheduling, organizing, and operating complex conferences, seminars, and events, including vendor coordination, production and distribution of materials, logistics, and budgeting within scope. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Maintain content accuracy in unit documents, displays, reports, brochures, social media, and websites. Plan and schedule calendars, resolve conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets using specialized software; make recommendations based on reports. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. Coordinate complex office moves and plan/remodel as needed. Analyze material for briefing purposes and extract pertinent information for use in summaries and presentations. In conjunction with financial lead and/or principal investigator, assist with sponsored project proposals and post-award administration. Lead administrative functions of a program or unit. Provide HR transactional support and/or faculty affairs support; coordinate or manage visa processes. Serve as building coordinator. Supervise day-to-day work of administrative or support staff, students, and/or temporary workers, including workload management and performance input. DESIRED QUALIFICATIONS
Bachelor’s Degree. Experience supervising non-exempt administrative staff. Knowledge of Stanford’s financial systems and web applications. Desire to work in an academic environment. Four years of experience as an executive assistant or director-level support. EDUCATION & EXPERIENCE (REQUIRED)
High school diploma and six years of administrative experience, or a 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. CERTIFICATIONS & LICENSES
None PHYSICAL REQUIREMENTS
Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork, lift/carry/push/pull objects up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. WORKING STANDARDS
Interpersonal Skills: Works well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and safety; communicates safety concerns; follows safe behaviors learned through training. Complies with all applicable University policies and procedures, including personnel and Administrative Guide policies. The expected pay range for this position is $45.23 to $51.03 per hour. Stanford provides pay ranges as a good faith estimate. The final offer is based on factors including scope and responsibilities, qualifications, departmental budget, internal equity, location, and market pay for similar roles. Base pay is one aspect of the rewards package, with additional benefits available. For details, see Cardinal at Work. Why Stanford is for You: We offer a culture and unique perks to empower your growth, a caring culture with retirement plans and health benefits, opportunities for discovery and fun, and extensive resources. Specifics about the rewards package may be discussed during the hiring process. Consistent with its obligations under the law, Stanford will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring accommodations for any part of the application or hiring process should contact Stanford Human Resources. Stanford is an equal employment opportunity and affirmative action employer; all qualified applicants will receive consideration without regard to protected characteristics. The duties listed are typical examples and may vary by department or program needs. Other duties may be assigned. Additional Information
Schedule: Full-time Job Code: 4099 Employee Status: Regular Grade: G Requisition ID: 106963 Work Arrangement: Hybrid Eligible
#J-18808-Ljbffr
Administrative Supervisor (Hybrid Opportunity) – School of Medicine, Stanford, California, United States. The Division of Cardiovascular Medicine at Stanford University is seeking a dynamic, highly organized Administrative Supervisor to lead and support our team of over 100 faculty, clinician educators, and instructors. This division focuses on excellence in research, medical education, and clinical care. You will supervise administrative staff, manage operations, and provide direct administrative support to 1-3 senior faculty members. This is a hybrid eligible position. Duties include
Act on behalf of the supervisor, department manager, or chair in establishing priorities and resolving administrative problems. Research and/or write background information for meetings. Participate in meetings on the supervisor’s behalf and inform after the fact. Oversee and/or perform duties related to scheduling, organizing, and operating complex conferences, seminars, and events, including vendor coordination, production and distribution of materials, logistics, and budgeting within scope. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Maintain content accuracy in unit documents, displays, reports, brochures, social media, and websites. Plan and schedule calendars, resolve conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets using specialized software; make recommendations based on reports. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. Coordinate complex office moves and plan/remodel as needed. Analyze material for briefing purposes and extract pertinent information for use in summaries and presentations. In conjunction with financial lead and/or principal investigator, assist with sponsored project proposals and post-award administration. Lead administrative functions of a program or unit. Provide HR transactional support and/or faculty affairs support; coordinate or manage visa processes. Serve as building coordinator. Supervise day-to-day work of administrative or support staff, students, and/or temporary workers, including workload management and performance input. DESIRED QUALIFICATIONS
Bachelor’s Degree. Experience supervising non-exempt administrative staff. Knowledge of Stanford’s financial systems and web applications. Desire to work in an academic environment. Four years of experience as an executive assistant or director-level support. EDUCATION & EXPERIENCE (REQUIRED)
High school diploma and six years of administrative experience, or a 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. CERTIFICATIONS & LICENSES
None PHYSICAL REQUIREMENTS
Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork, lift/carry/push/pull objects up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. WORKING STANDARDS
Interpersonal Skills: Works well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and safety; communicates safety concerns; follows safe behaviors learned through training. Complies with all applicable University policies and procedures, including personnel and Administrative Guide policies. The expected pay range for this position is $45.23 to $51.03 per hour. Stanford provides pay ranges as a good faith estimate. The final offer is based on factors including scope and responsibilities, qualifications, departmental budget, internal equity, location, and market pay for similar roles. Base pay is one aspect of the rewards package, with additional benefits available. For details, see Cardinal at Work. Why Stanford is for You: We offer a culture and unique perks to empower your growth, a caring culture with retirement plans and health benefits, opportunities for discovery and fun, and extensive resources. Specifics about the rewards package may be discussed during the hiring process. Consistent with its obligations under the law, Stanford will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring accommodations for any part of the application or hiring process should contact Stanford Human Resources. Stanford is an equal employment opportunity and affirmative action employer; all qualified applicants will receive consideration without regard to protected characteristics. The duties listed are typical examples and may vary by department or program needs. Other duties may be assigned. Additional Information
Schedule: Full-time Job Code: 4099 Employee Status: Regular Grade: G Requisition ID: 106963 Work Arrangement: Hybrid Eligible
#J-18808-Ljbffr