Stanford School of Medicine is seeking an experienced Executive Assistant to provide complex and multifaceted administrative support to the Chair of the Department of Dermatology with minimal supervision. Anticipate the needs of Chair and proactively solve problems and/or independently handle issues. May be responsible for leading other administrative staff. The Executive Assistant must be able to manage multiple projects while keeping track of deadlines and following up with appropriate individuals and groups on behalf of the Chair.
As the Chair Executive Assistant in the Department of Dermatology, incumbent will utilize outstanding administrative skills to provide a full range of support services for the various endeavors of the Chair; including, but not limited to, interacting regularly with executive and senior staff level staff, faculty, and donors; oversee complex scheduling with limited consultation and ability to resolve conflicts with skill and tact; utilize outstanding written skills to compose correspondence and letters of recommendation; and other duties as assigned.
The Executive Assistant will also interact with the administrative assistant who is supporting the Chair's active research lab, providing guidance if necessary and information regarding the Chair's schedule.
Required: Demonstrated experience in planning and performing a wide array of administrative support assignments to a Chair or Senior Executive. Organizational skills, the ability to prioritize and juggle multiple projects and requests with frequent interruption are essential. Tact, discretion and diplomacy require when dealing with senior administrators, referring physicians, and colleagues inside and outside of the department, the University, and the hospital. Ability to make decisions using initiative as well as anticipating needs and resolving problems. Ability to complete tasks based on general and often limited direction, while using good judgment when more information is required. Excellent oral, written and listening skills required. Advanced knowledge of business administrative practices and training in administrative techniques gained through formal education and/or equivalent experience. Knowledge of an academic department and a University's mission, organization, systems and policies are helpful. Duties include:
Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.
Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
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.
Manage complex business travel in compliance with unit, university, and sponsor policies.
Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
May also supervise staff.
* - Other duties may also be assigned
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and five years of relevant experience or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.
Excellent verbal and written communication skills, including editing and proofreading.
Excellent planning and organizational skills.
Ability to take initiative and ownership of projects.
Demonstrated ability to handle sensitive issues and maintain confidentiality.
Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
Ability to multi-task, adapt to changing priorities and meet deadlines.
Constantly perform desk-based computer tasks.
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. WORKING CONDITIONS: May work flexible work schedule including weekends. 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.
Location: School of Medicine, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.Stanford University is an eq...ual opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.