The Vice Provost and Dean of Research (VPDoR) oversees Stanford University's research, research policies and inter-disciplinary programs. The VPDoR organization provides oversight for 20 independent labs, institutes and centers, including physical and biological sciences, engineering, social sciences and humanities disciplines, three shared equipment facilities and the offices of Technology Licensing, Environmental Health and Safety, Research Compliance, International Affairs, and Science Outreach.
The office of the VPDoR is seeking an Executive Assistant 2 (EA2).The primary function of this role is to provide advanced, diversified administrative support of a substantial and confidential nature to the VPDoR, who is a member of the University Cabinet as well as a high profile member of Stanford leadership. A key position in the Office of the VPDoR, the EA2 has primary responsibility for managing the Dean's schedule. The duties of this position require extensive knowledge of the University environment as well as knowledge of the VPDoR's position and priorities with regard to a wide range of issues. This is a busy role where each day brings a new set of objectives, priorities and demands. It requires someone who can exercise absolute discretion, good judgment, and can take significant initiative. The successful candidate will work at the highest levels of the organization, interfacing regularly with Stanford leadership, faculty, staff and external constituencies on a broad variety of confidential and complex issues. The successful candidate will be self-motivated, quick thinking, flexible and be able to juggle multiple and diverse responsibilities with a strong emphasis on organizational skills and an unwavering attention to detail at all times. This is a lead role in a very busy organization operating in a team oriented environment. This position is frequently the initial contact to the VPDoR and their organization and it is critical that the successful candidate have a welcoming and highly professional manner. The position requires excellent oral and written communication, computer and organization skills, the ability to deal effectively, courteously, and confidentially with a wide variety of faculty, staff, researchers, and visitors, as well as manage priorities and perform multiple tasks while exercising flexibility with competing projects and assignments. 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 executive. This position reports to the Special Assistant to the Vice Provost and Dean of Research.
Manage the VPDoR's complex calendar of meetings, appointments and special events; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve in a timely manner. Independently commit the VPDoR's time to those requesting access to them based on an in-depth understanding of the VPDoR's priorities and needs and role within the university framework.
Ensure the preparedness of the VPDoR for daily meetings, events and trips, and work with others to ensure briefing materials are prepared appropriately and on time. Independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
Organize and maintain the workings of the VPDoR's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained in an orderly, accessible, and secure system.
Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
Coordinate travel plans, itineraries and associated logistics for the VPDoR in a manner that promotes the best use of time and efficiency and minimizes potential travel issues.
Serve as the VPDoR's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Special Assistant informed of all matters requiring their attention.
Prepare and edit 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.
Screen and respond to the VPDoR's phone calls as needed; handle highly confidential information with an appropriate level of discretion; maintain effective and proactive communication with faculty, staff, alumni, administrators and students as required. Keep the VPDoR and Special Assistant to the VPDoR apprised of all matters requiring their attention.
Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the VPDoR; follow up with appropriate parties to ensure deadlines are met.
Serve as a member of the VPDoR team.
Process travel and reimbursements, etc.
Maintain a broad overview of the VPDoR's commitments, both personal and professional, to optimize the use of their time.
May also supervise staff.
Other duties may also be assigned.
Demonstrated ability to exercise independent judgment in making decisions regarding usage of the VPDoR's time, in making decisions as to how to approach issues involving the VPDoR and in determining which issues should be directed to others. To do this, the EA2 must become thoroughly familiar with the VPDoR's activities.
Must be, or quickly become, knowledgeable about University policies and procedures.
Ability to evaluate the relative importance of issues and act independently to address them; work with the appropriate sense of urgency and have a drive for results. The candidate must be highly self-motivated, persistent, dependable and independent, requiring minimal supervision.
Demonstrated ability to accept changes to deadlines and schedules with tact and diplomacy.
Advanced computer skills, experience and strong knowledge in a variety of computer software applications including, calendar, word processing, spreadsheets, database and presentation software (MSWord, Excel, PowerPoint) and email applications. Experience and strong knowledge of calendaring in MS Outlook or other calendaring systems.
Excellent verbal and written communication skills, including editing and proofreading.
Excellent planning and organizational skills.
Demonstrated ability to handle sensitive issues and maintain confidentiality.
Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
Demonstrated ability to take initiative and ownership of projects.
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.
Must be a team player, detail oriented and able to work independently.
Understanding of the organization of Stanford University desired.
Contextual understanding of the VPDoR's role within the university framework desired.
Education & Experience:
Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.
Prior work experience in a fast-paced environment at a university, large or complex organization desired.
Certifications and Licenses:
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 the job.
May work flexible work schedule including weekends.
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: Dean of Research, Stanford, 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 ...equal 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.