Executive Assistant for the Senior Associate Dean for Research

Job Details

Executive Assistant for the Senior Associate Dean for Research
School of Medicine, Stanford, California, United States

Schedule: Full-time
Job Code: 4160
Employee Status: Regular
Grade: G
Requisition ID: 94395

Our Purpose
Stanford Medicine is leading the biomedical revolution in precision health.
We are transforming health care away from after-the-fact diagnosis to prediction and prevention and away from one-size-fits-all medicine to personalized care that empowers people to lead healthy lives. We are leveraging the art and science of medicine to predict and prevent disease before it strikes and cure it decisively if it does.

To achieve our Precision Health vision, we are integrating, building, and leveraging our strengths in fundamental research, the new field of biomedical data science, and nine transformative biomedical platforms. As a learning health system, we will apply these advances in our hospitals and health care delivery systems within Stanford Health Care and Stanford Children's Health.

Our Values
Fulfilling our promise to humanity requires the engagement of a diverse, creative, and collaborative team of professionals who work together to advance our research, education, and patient care mission. We strive to create a culture of inclusion and belonging to ensure all employee have the meaningful employment experience that is necessary to do their best work. We value and integrate justice, equity, diversity, and inclusion into all that we do, as reflected by the following initiatives:
o SoM staff JEDI efforts: https://med.stanford.edu/hrg/jedi.html
o Stanford Medicine diversity website: https://med.stanford.edu/diversity.html
o Leader's Pledge to anti-racism: https://med.stanford.edu/dean/leaders- pledge.html
o Staff IDEAL initiative: https://cardinalatwork.stanford.edu/engage/ideal-staff

Our Work
Join the Office of the Senior Associate Dean for Research to support the development of policies and practices to advance rigorous and transformational research at the School of Medicine. The Research Office aims to accelerate discovery and amplify the impact of Stanford innovation to lead the biomedical revolution in Precision Health.

We are seeking candidates who are resourceful, collaborative, service-oriented, and experienced supporting faculty and executive level leadership.

We offer competitive compensation, high quality benefits, as referenced below.

You will report directly to the Associate Dean, Research, and in this capacity, you will provide complex and diversified administrative support to the senior level manager or chair, proactively solve problems and/or independently handle issues, and may supervise other administrative staff.

Duties include:

  • Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
  • Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
  • Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
  • Manage complex business travel in compliance with unit, university, and sponsor policies.
  • Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
  • Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
  • May also supervise staff.

    * - Other duties may also be assigned

  • Experience supporting executive level leadership and/or faculty administrative needs and preferences
  • Experience in a healthcare, research, or education environment

  • High school diploma and five years of relevant experience or combination of education and relevant experience.

  • Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.

  • Excellent verbal and written communication skills, including editing and proofreading.

  • Excellent planning and organizational skills.

  • Ability to take initiative and ownership of projects.

  • Demonstrated ability to handle sensitive issues and maintain confidentiality.

  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.

  • Ability to multi-task, adapt to changing priorities and meet deadlines.

  • Demonstrated commitment to work in a diverse environment and serve diverse populations

  • 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.

  • May work flexible work schedule including weekends.

  • 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.

    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

    Our Benefits
  • Market Competitive Compensation: We offer a competitive salary that is commensurate with your relevant work experience. https://cardinalatwork.stanford.edu/benefits-rewards/compensation/staff- compensation

  • Comprehensive Health and Welfare Benefits: On day one of employment, you are eligible for medical, dental, and vision benefits, some at significantly reduced cost for individual coverage, depending on your elections. https://cardinalatwork.stanford.edu/benefits-rewards/health

  • Unmatched Time Away Benefits: You will receive 15 vacation days, 3 PTO days, 12 sick days,10 paid holidays, and 1 paid floating holiday in your first year of employment. Additionally, we have a 1.5 - 2-week annual winter closure. https://cardinalatwork.stanford.edu/benefits-rewards/time-away

  • Unique Education Benefits: This position is eligible for the Tuition Grant Program (TGP), once you have completed five (5) years of continuous benefits- eligible service. The TGP helps eligible faculty, staff and retirees pay for the cost of undergraduate college education for their eligible children. The program pays all or

    a portion of college tuition at accredited institutions for up to four years of course work required for an undergraduate degree.

  • Work Life Programs: The Stanford Work Life Office delivers programs and services to help employees manage the competing demands of work, school, family and personal responsibilities. https://cardinalatwork.stanford.edu/benefits- rewards/worklife

  • Stanford Sweeteners: presents the "sweetest" perks and rewards of being affiliated with Stanford, from discounts and incentives to facilities access and professional development https://cardinalatwork.stanford.edu/benefits- rewards/sweeteners

  • Learn more about the benefits of being a Cardinal!

    To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/3061043

    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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  • Organization

    Change the world. And yourself.

    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.

    Stanford Facts at a Glance

    Opened 1891

    Student Enrollment

    • Undergraduates: 6,980
    • Graduates: 8,897


    • 8,180 contiguous acres in six governmental jurisdictions
    • Nearly 700 major buildings
    • 97% of undergraduates live on campus


    • 5,300 externally sponsored projects
    • $1.33 billion total budget


    • 2,043 faculty members
    • 21 Nobel laureates are currently members of the Stanford community
    • 5:1 student to faculty ratio

    Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

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