Executive Assistant to the Division Chief
Company: Stanford Medicine
Posted on: May 15, 2022
Pay Grade: F
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
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.
- 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
- 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
- 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
* - Other duties may also be assigned
- 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
- 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
- Prior experience working with a diverse population from all
- 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
- 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
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment
in making decisions
CERTIFICATIONS & LICENSES:
- 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.
- General office environment.
- Travel to/from locations across campus.
- 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
Keywords: Stanford Medicine, Berkeley , Executive Assistant to the Division Chief, Other , Berkeley, California
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