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Executive Assistant to the Division Chief

Company: Stanford Medicine
Location: Berkeley
Posted on: May 15, 2022

Job Description:

Pay Grade: F

FTE: 100%

Work Location: Hybrid (on and off-site)

The Department of Pediatrics, Division of Gastroenterology, Hepatology and Nutrition (Pediatric GI Division) is seeking an Executive Assistant ( Administrative Associate 3) position to independently provide high-level of administrative and operational support to the Division Chief in most aspects of his administrative, clinical, educational and research responsibilities. This position is critical to the Division as it provides a work environment that would allow the Chief to focus on critical and strategic issues by knowing the operational aspects are being handled in an effective and efficient manner. The Executive Assistant must apply critical thinking to anticipate and aid with the needs of the Chief's leadership role. This position requires high discretion and independent judgment to manage the job responsibilities which will involve problem solving of operational issues and handling sensitive and confidential matters; applying basic analytical skill to existing policies and concepts, serving as the liaison to the campus community, faculty, staff and external organizations; managing the administrative and operational functions for the Chief such as overseeing the Chief's email and calendar, and scheduling and responding to emails/requests on the Chief's behalf. In addition to the above, the incumbent will provide support to the Division on coordinating various events and managing our internal manual of operations.

The Pediatric GI Division has -30 pediatric gastroenterologists with nationally recognized expertise through their research, teaching, and clinical programs which attracts leading candidates to their fellowship program. We have a mission of healing children with digestive disease through innovation. Our Pediatric GI Specialty provide comprehensive GI care to children throughout our region. We lead global destination programs that deliver highly specialized care and train the next generation of pediatric gastroenterologists, and inspire hope through innovation. Our high quality, collaborative care is driven by cutting-edge research and active partnerships between doctors, nurses, and staff throughout the Stanford Children's Health network, scientists at Stanford University, and patient families.

The Division is rapidly expanding with long-tenured faculty, staff, and leadership. The Executive Assistant will have a great deal of exposure to clinical and research areas and will be communicating with a broad range of individuals at the Executive level, internally and externally. Within the Division, there is a strong operations team of about 10 members to support and collaborate with this position. We are a supportive group that prioritize well-being, with many team events and opportunities for professional development and personal growth. We value balancing home and work life. We foster an environment that leads to fulfilling and rewarding careers at Stanford University for all staff. The Executive Assistant will play a pivotal role in our Division's administrative functions and participate in events and executive initiatives.

The Executive Assistant will also be part of the Department of Pediatrics, the second largest Department in the School. The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles. The Department hosts many events and training opportunities, and is a place where staff are nurtured.

Duties include:

  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • 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 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) with limited 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.
  • 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 and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of 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.

    * - Other duties may also be assigned

    DESIRED QUALIFICATIONS:
    • Prior experience in editing papers and has excellent communication - written, verbal and interpersonal.
    • Prior experience in handling confidential information with tact and discretion; demonstrated ability to exercise good judgment, identify problems, and seek appropriate resolutions.
    • Demonstrated ability to take initiative and is proactive in carrying out tasks.
    • Demonstrated strong administrative skill and prior experience in working with administrative policies and procedures.
    • Prior experience in working on projects to meet tight deadlines and last minute requests efficiently and accurately.
    • At least one year of experience working as meeting scheduler.
    • Prior experience working in an academic clinical setting.
    • Demonstrated strong interpersonal skill and diplomacy and ability to interact with members from various levels of an organization.
    • Prior experience working with a diverse population from all level.
    • Demonstrated strong problem solving skill.
    • Careful attention to detail.

      EDUCATION & EXPERIENCE (REQUIRED):

      High school diploma and four years of administrative experience, or combination of education and relevant experience.

      KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
      • Advanced computer skills and demonstrated experience with office software and email applications.
      • Demonstrated success in following through and completing projects.
      • Excellent organizational skills and attention to detail.
      • Strong 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

        CERTIFICATIONS & LICENSES:

        None

        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:

          • General office environment.
          • Travel to/from locations across campus.

            Additional Information
            • Schedule: Full-time
            • Job Code: 4103
            • Employee Status: Regular
            • Pay Grade: F
            • Department URL: http://pediatrics.stanford.edu/
            • Requisition ID: 94083 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Keywords: Stanford Medicine, Berkeley , Executive Assistant to the Division Chief, Other , Berkeley, California

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