With more than 2,300 faculty, each providing a unique mix of research, education, and patient care effort, organized in 30 academic departments and 16 interdisciplinary institutes and centers, supported by more than 3,600 staff, educating 3,000 students, postdoctoral fellows, clinical residents/fellows, and trainees, and collectively generating about $2.9B in revenues, the School of Medicine is Stanford's largest school and truly a complex organization.
Holistically, the School of Medicine is rooted in an inclusive culture of excellence and diversity that values innovation, collaboration, and life-long learning. To foster the talents and aspirations of staff, Stanford offers career development programs, competitive pay that keeps pace with market trends, and benefits that increase financial stability and promote healthy, fulfilling lives.
Join the Stanford School of Medicine Human Resources team in leading and changing medicine as we know it today. We are seeking an Manager, Administrative Support Team (Administrative Associate 4)to oversee a team of administrative staff and the delivery of administrative and operational support across the department of 40+ human resources professionals.
Reporting to the Human Resources Group (HRG) Deputy Chief HR Officer, the Manager, Administrative Support Team is a seasoned administrative expert who will help develop and implement strategies to insure seamless and proactive administrative support for the Human Resources Group as well as providing high level administrative duties within the Operations Excellence Team (OET). The successful applicant will view the HRG Group as a valued client and must relish the opportunity to interface tactfully and effectively with OET staff and with HRG staff, managers, and leaders in making decisions about workload assignments and priorities.
The Manager, Administrative Support Team, will be a hybrid work role with the ability to telecommute up to 3 days per week. Currently, HRG is working remotely due to COVID, and the exepcted timing for return to on-site work is not before February 2022.
Developing and implementing a successful strategy to provide effective administrative support to all functional areas of the diverse and active HRG Team.
Anticipate and insure that critical HRG administrative support needs are met.
Propose and implement measures to streamline HRG's administrative infrastructure.
Responsible for determining what tasks need to be prioritized based on a ticketing system.
Will triage and assign requests for Operational Excellence Team (OET) work.
Assist the Deputy Chief HR Officer and other HRG staff, managers, and leaders in preparing for critical meetings by researching, reviewing, and extracting relevant information and providing that information in advance.
Support events by (such as the HR Community meeting, working lunches with the Associate Director of HR and OFPM and Brown Bags) by having a good understanding of event management, arranging for services with vendors and managing events within a certain budget.
Responsible for the accuracy of the work generated by OET.
Periodically review and update HRG website to ensure that the most accurate and current information is on the website.
Assist with and coordinating work for two members who have heavy calendaring responsibility.
Run complex reports and update case lists.
Assist as appropriate with budget review, reconciliation and also with expense reimbursements and bill for coordinating office moves or routine remodeling and renovation requests.
Proactively keep the Deputy Chief HR Officer and other HRG staff, managers, and leaders up to date on matters related to work and goal initiatives, determining and implementing relevant process improvement strategies for the OET.
Keep abreast of the systems being used by the groups within HRG (such as; OpenText, Google drive, Box, Oracle), so that processes can be streamlined.
* - Other duties may also be assigned.
Experience supporting executives
Experience supervising administrative or support staff
Project Management experience
Event management experience, including vendor selection, logistics and budget management
Knowledge of Enterprise Software Systems (e.g. Oracle Financials)
Knowledge of office productivy softward (e.g. G-Suite, Box, MS Office)
EDUCATION & 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.
Constantly perform desk-based computer tasks.
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.
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
Hybrid Role: This position will have the ability to telecommute up to 3 days per week. Exepcted timing for return to on-site work is not before February 2022.
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 12000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford is an equal empl...oyment 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. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.