Events and Administrative Coordinator (AdministrativeAssociate 4)

The Department of Cardiothoracic Surgery has

a long tradition of major contributions in medical research and

education, as well as a strong commitment to quality clinical care

delivery. The Department is dedicated to expanding its clinical and

translational research efforts across various fields including

cardiology, cardiac surgery, critical care, and oncology. With an

impressive number of sponsored research studies being conducted,

this position offers an exciting opportunity for an enthusiastic,

motivated, and professional team member.

The

Department of Cardiothoracic Surgery is seeking a highly skilled

and proactive Administrative Associate 4 to provide comprehensive

administrative and operational support directly to the Chairman.

This pivotal role requires exceptional organizational skills, a

strong ability to prioritize, and a keen eye for detail, with a

significant emphasis on managing and executing a wide array of

high-profile

events.

Responsibilities

include : Executive

Support & Strategic Problem Solving : Routinely

act as the primary point of contact for high-level administrative

issues within the Chairman's office, independently evaluating

urgency and impact of problems (e.g., conflicting donor visit

schedules, unexpected media inquiries) and implementing solutions

without direct oversight. This ensures minimal disruption to the

Chairman's critical engagements, requiring the ability to establish

priorities and resolve administrative challenges

autonomously.

Complex Calendar

& International Travel Management : Proactively

manage the Chairman's exceptionally demanding and intricate

calendar, often balancing multiple international time zones,

sensitive internal meetings, clinical duties, and external

commitments. This involves anticipating conflicts, independently

negotiating schedules with high-level university officials, and

arranging complex international travel with multiple legs and

specific requirements without prior consultation. This also

includes the specialized arrangement of travel itineraries for

visiting professors, ensuring compliance with unit,

university, and sponsor

policies.

Lead Complex Event

Planning & Execution : This position is central

to the planning and execution of a wide range of complex

departmental events, conferences, and seminars. Key

responsibilities include

leading the full lifecycle of

the Chairman's monthly visiting professor series, from invitation

and complex international travel arrangements to managing day-of

logistics for lectures and multi-stakeholder dinners. You will

oversee and perform duties associated with organizing and operating

complex events, including arranging vendors for services,

overseeing the production and distribution of materials,

administering logistics, and managing events within budget. This

also involves coordinating complex AV requirements for virtual and

in-person presentations, and planning and executing various

department events, logistics, venues, and dinners, including the

department holiday

party.

Advanced Communication

& Content Management : Compose, draft, and edit

documents and correspondence for presentations, grants, and

reports, while also creating, maintaining, modifying, and ensuring

accuracy of content in various unit documents, displays, social

media, and websites.

Complex

Financial & Reporting Acumen : Manages and

reconciles the Chairman's complex discretionary and research

accounts, involving processing a high volume of diverse

transactions and identifying and rectifying intricate discrepancies

across multiple funding sources. Independently handles the full

cycle of speaker honorarium and reimbursement processing for

visiting professors, including complex international currency

conversions and tax considerations. Utilizes specialized software

and systems (e.g., Smartsheet) to design and implement advanced

project management and data tracking dashboards for various

departmental initiatives (e.g., visiting professorships, dept.

events, inventory), and makes recommendations based on these

reports.

General Administrative

& Operational Leadership : Serves as the

administrative support for the Chairman's office, setting internal

administrative priorities, managing workflow, and ensuring the

smooth operation of daily functions, often acting as a bridge

between the Chairman and various departmental and university units

Performs a full spectrum of administrative duties, including

maintaining files, processing travel reimbursements, handling

subscriptions and dues, ensuring timely submission of licensing and

medical staff privileges forms, and ordering

supplies.

Supervisory / Leadership

(as needed) : May oversee or supervise the day-to-day

work of other administrative or support staff, students and / or

temporary workers, including scheduling, assigning, and

prioritizing workloads, setting appropriate deadlines, reviewing

work for quality and timeliness, and providing performance review

input.

• Other duties may

also be

assigned.

DESIRED

QUALIFICATIONS : 4-year college

degree desired.

EDUCATION &

EXPERIENCE

(REQUIRED) : High school

diploma and six years of administrative experience, or combination

of education and relevant

experience.

KNOWLEDGE,

SKILLS AND ABILITIES

(REQUIRED) : High school

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.

WORKING

CONDITIONS : Travel on

campus to schools / units and off campus

locations.

Additional WORKING

CONDITIONS : Travel on

hours during deadlines, events or special

projects.

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.

The

expected pay range for this position is $45.23 to $51.03 per

hour.

Stanford University

provides pay ranges representing its good faith estimate of what

the university reasonably expects to pay for a position. The pay

offered to a selected candidate will be determined based on factors

such as (but not limited to) the scope and responsibilities of the

position, the qualifications of the selected candidate,

departmental budget availability, internal equity, geographic

location and external market pay for comparable

jobs.

At Stanford University,

base pay represents only one aspect of the comprehensive rewards

package. The Cardinal at Work website

( https : / / cardinalatwork.stanford.edu / benefits-rewards )

provides detailed information on Stanford’s extensive range of

benefits and rewards offered to employees. Specifics about the

rewards package for this position may be discussed during the

hiring process.

Consistent

with its obligations under the law, the University will provide

reasonable accommodations to applicants and employees with

disabilities. Applicants requiring a reasonable accommodation for

any part of the application or hiring process should contact

Stanford University Human Resources by submitting a

contact

form .

Stanford

is an equal employment opportunity and affirmative action employer.

All qualified applicants will receive consideration for employment

without regard to race, color, religion, sex, sexual orientation,

gender identity, national origin, disability, protected veteran

status, or any other characteristic protected by

law.

The job duties listed are

typical examples of work performed by positions in this job

classification and are not designed to contain or be interpreted as

a comprehensive inventory of all duties, tasks, and

responsibilities. Specific duties and responsibilities may vary

depending on department or program needs without changing the

general nature and scope of the job or level of responsibility.

Employees may also perform other duties as

assigned.