Administrative Associate 4

The Department of Pediatrics, Division of Gastroenterology, Hepatology, and Nutrition (Pediatric GI Division) at the Stanford University School of Medicine, is seeking a highly organized, motivated, and professional Executive Assistant to the Chief (Administrative Associate 4) to independently provide executive-level 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 Chie’s leadership role. This position requires high discretion and independent judgment to manage the job responsibilities which will involved 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 in managing and facilitating various meetings, events, activities, and projects. The Pediatric GI Division has approximately 40 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 provides 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 patientfamilies. The Division is rapidly expanding with long-tenured faculty, staff, and leadership. The AA4 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 people. We are a supportive group that prioritizes 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 AA4 will lead the HR functions and participate in events and executive initiatives. The Executive Assistant to the Chief 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 but are not limited to below: 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. 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, timeliness, and providing performance review input. * - Other duties may also be assigned Core Duties : 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. 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. Minimum Education and Experience High school diploma and six years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities : Advanced 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.