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Job Code: 4121
Job Grade: H

Stanford University School of Medicine, located in the heart of Silicon Valley, was founded in 1858 with a mission to be the premier research-intensive medical school that improves health through leadership, diversity, and a collaborative approach to discovery and innovation in patient care, education, and research. Stanford Medicine is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our 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.

The Senior Associate Dean for Research (SADR) in the Stanford School of Medicine is seeking an Executive Assistant to join his team at an exciting time of organizational growth and development. The Executive Assistant is responsible for a broad and complex set of assignments related to duties and responsibilities in support of the SADR office. Major areas of focus include: anticipating the SADR’s needs and proactively solving problems and/or independently handling issues, serving as the SADR's liaison to various internal and external constituencies, and independently researching and analyzing associated issues as well as compiling materials needed for presentation and/or decision-making purposes. Work is performed autonomously, without specific instructions or prescribed procedures and with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the SADR. The position reports directly to the SADR.

The incumbent will be the key administrative contact for all collaborating faculty, staff, donors and others across the School of Medicine and in the community who interface with the Senior Associate Dean for Research.

Core Duties:
  • Coordinate the SADR's activities, including management of a complex calendar, travel arrangements and associated logistics. Independently commit the SADR's time to those requesting access to him/her based on an in-depth understanding of the SADR's priorities and needs and his/her role within the university framework.
  • Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including SADR and senior level staff, donors, and key decision-makers.
  • Serve as the SADR's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the SADR informed of all matters requiring his/her attention.
  • Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
  • Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the SADR. Follow up with appropriate parties to ensure deadlines are met.
  • Organize and maintain the workings of the SADR's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.
  • Monitor activities of Spectrum faculty for possible articles, updates for websites and newsletters and help plan strategies to continuously advance Spectrum’s research and educational agenda.
  • Participate in outreach activities that include communications, events, training, conferences and/or fundraising.
  • Assist in recruiting and hosting distinguished speakers for lecture series; oversee agenda development for SOM visits.
* - Other duties may also be assigned as needed.

DESIRED QUALIFICATIONS:   
  • Excellent customer service and interpersonal skills.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Experience in an academic setting preferred.

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.

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.

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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