Administrative Manager / Assistant to the Executive Director (Hybrid)
Stanford University
Application
Details
Posted: 11-Dec-22
Location: Stanford, California
Type: Full-time
Salary: Open
Internal Number: 97280
Stanford Medicine Catalyst serves as Stanford Medicine's flagship innovation program to support inventors across the Stanford community in developing and accelerating their most promising innovations for transformative health. Catalyst supports impactful, prototype-stage innovations across the spectrum of healthcare and fosters these innovations by offering up to $1M in capital, mentorship, and access to industry experts. Chosen projects also receive program management, validation resources, testing and deployment within a regional health care system, go-to-market resources, readiness for independence, and exposure to outside investors.
The Administrative Manager & Assistant to the Executive Director position will work independently to implement and administer operations and projects in support of the Executive Director of Catalyst. The Administrative Manager is an experienced, organized, and proactive individual, with a talent for creating efficient systems and a keen eye for detail to provide administrative and operational support with limited supervision. In this busy and complex environment, a high level of judgment, initiative, and follow-through will be key to successfully meeting deadlines, and improving operations of this new and growing team. The successful candidate will exhibit the ability to practice sound decision-making, effective written & oral communication, strong attention to detail, and respectful relationship building and management.
This role allows you the opportunity to be at the forefront of an exciting revolution in healthcare--at the front lines of innovation at Stanford, both internally across the entire Stanford Medicine and Stanford University communities, as well as externally with industry and clinical thought leaders. This is an opportunity to work with leaders across science, medicine and technology, with groundbreaking ideas, alongside a pioneering team in a fast-paced environment, and to contribute to Stanford Medicine's mission of translating innovative research into world changing solutions. This is a hybrid position and will be onsite two to three days a week in Redwood City and/or Palo Alto.
Duties include:
Independently analyze, develop, and implement project plans required to support Catalyst operations for Stanford Medicine. Project plans may include development of missions/goals, outputs, intended benefits, rosters of project participants and key stakeholders, inventories of available resources, lists of needed resources, and project phases and associated benchmarks.
Create efficient processes and systems that support Catalyst programs and operations.
Prepare complex data presentations and documents to summarize and clarify operational activities and historical trends and to contribute to improved planning decisions and predictions.
Organize and manage the execution of numerous one-time and ongoing meetings, task forces, retreats, and events. Develop or contribute to the design of agendas including background information (bios, etc), invitations, venue, logistics, and budgets. Meetings may range in size from 4 to 40, and may include external VIP stakeholders, requiring additional customer centric engagement. Serve as first point of contact and subject matter expert for the Executive Director and represent the Executive Director in a professional and highly confidential manner.
Manage complex executive calendars and anticipate needs daily to ensure that the executive's time is being optimally leveraged.
Manage full cycle business travel (air, hotel, car, expenses, etc.) in compliance with unit, university, and sponsor policies.
Engage professionally, amiably, and in a polished manner with world renowned faculty, senior leaders in Industry, and a wide range of individuals at many levels, both inside Stanford and with outside partners.
Gather, submit, track, and manage contracts and POs for a variety of IRDH consultants, contractors, and vendors. Submit and track expense requests for Executive Directors.
* - Other duties may also be assigned.
Desired Skills:
8+ years administrative management experience of executive level leaders
2+ years creating and coordinating operational project plans (e.g. Office setup, Office move, etc.)
Experience leveraging technology (e.g. Excel, SmartSheets, Asana, etc.) for project planning, and for process improvement of workflows
Experience supporting executives with daily, weekly and monthly reporting of operational data to include analyzing data for trends
EDUCATION & EXPERIENCE (REQUIRED): Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS, AND ABILITIES (REQUIRED):
Demonstrated ability to prioritize own work and multi-task.
Demonstrated excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Exceptional ability to communicate effectively with diplomacy and customer orientation, both orally and in writing with all stakeholders
Ability to exercise sound judgment routinely and independently in making decisions.
Demonstrated experience working independently and as part of a team.
Relevant subject matter knowledge.
Ability to direct the work of others, for jobs requiring supervision.
Rarely lift/carry/push/pull objects that weigh 11-20 pounds.
*- 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: Occasional evening and weekend hours.
WORK STANDARDS:
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.
The expected pay range for this position is $66,100 to $107,000 per annum.
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.
Equal Opportunity Employer Stanford School of Medicine (SM) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, SM does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply.
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?
