Administrative Supervisor (Hybrid Opportunity)

The Division of Cardiovascular Medicine at Stanford University is seeking a dynamic, highly organized Administrative Supervisor to lead and support our incredible team of over 100 faculty, clinician educators, and instructors. As part of a cutting-edge division dedicated to excellence in research, medical education, and clinical care, you'll play a vital role in driving our mission to prevent and treat cardiovascular disease.

In this position, you'll provide an important role supervising administrative staff and managing operations. You will also provide direct administrative support to 1-3 senior faculty members. Your leadership, communication skills, and commitment to taking ownership of tasks and projects will be key in ensuring the continued success of the division’s groundbreaking work.

If you're ready to step into a pivotal role in a fast-paced, innovative environment where your contributions directly impact the future of cardiovascular medicine, this is the opportunity for you. Come make a lasting difference with us!

This is a hybrid eligible position.

Duties include :

• Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Research and / or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
• Oversee and / or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Create, maintain, modify, and / or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and / or websites.
• Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
• Oversee and / or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and / or vendor selection.
• Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.
• Positions at this level also include one or more of the following duties : In conjunction with financial lead and / or principal investigator, assist with sponsored project research proposal submissions and post award administration. Responsible for leading the administrative functions of a program or unit. Perform human resources transactional support and / or faculty affairs support; coordinate or manage the visa process. Serve as building coordinator. Oversee or supervise day-to-day work of other administrative or support staff, student and / or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

DESIRED QUALIFICATIONS :

EDUCATION & EXPERIENCE (REQUIRED) :

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED) :

CERTIFICATIONS & LICENSES :

PHYSICAL REQUIREMENTS

WORKING STANDARDS :

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.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with :

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.