Administrative Supervisor (Hybrid Opportunity)

Stanford University; Palo Alto (CA); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Stanford University’s Division of Oncology in the Department of Medicine seeks an Administrative Supervisor to lead a team of 6–8 and provide high-level support to a senior faculty leader. The role is hybrid, requiring on-site presence two to three days per week and flexibility for additional on-site work as needed.

The ideal candidate will bring proven leadership, exceptional organization, and the ability to manage complex administrative operations in a fast-paced academic medical center.

Qualifications

• High school diploma and six years of administrative experience, or combination of education and relevant experience.
• Advanced computer skills with office software and email applications.
• Excellent organizational and communication 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 decisions.

Responsibilities

• Act on behalf of supervisor to set priorities and resolve administrative problems.
• Prepare background information for meetings and participate on supervisor’s behalf when needed.
• Plan, coordinate and manage conferences, seminars, and events within budget.
• Draft documents and correspondence for presentations, grants, conferences and reports; ensure accuracy.
• Schedule calendars, resolve conflicts, and arrange travel per policies.
• Create complex reports and spreadsheets and provide insights.
• Oversee financial transactions; monitor budgets and reconcile discrepancies.
• Coordinate office moves and remodeling as required.
• Analyze material for briefing and extract key information.

Skills

Advanced computer skills

Excellent organizational skills

Excellent verbal and written коммуника

Education

High school diploma

Six years administrative experience or equivalent

Job description

The work of the Division of Oncology bridges the worlds of basic science, clinical diagnosis and the treatment of cancer. Our basic investigative activities concentrate on immunology, genetics/genomics, pharmacology, DNA repair and oncogene action. Our clinical science covers each cancer type; has a strong focus in clinical trials of new diagnostic and therapeutic approaches, and in correlative laboratory studies. Our work is supported by a portfolio of peer-reviewed grants, industrial agreements and research endowments.

The Division of Oncology in the Department of Medicine at Stanford School of Medicine is seeking a highly organized, professional, and proactive Administrative Supervisor (Administrative Associate 4) to join our team. The Division of Oncology is a dynamic and innovative organization dedicated to excellence in research, medical education, and clinical care. With more than 70 faculty members and 150 staff and trainees, the Division is among the largest in the Department of Medicine and continues to grow rapidly.

This position has a dual focus: supervising and developing a team of approximately 6–8 administrative associates while also providing high-level, executive administrative support to a senior faculty leader. The Administrative Supervisor will help ensure consistent, effective administrative operations across the team; provide guidance, training, and performance support to administrative staff; and foster a collaborative, service-oriented environment.

The successful candidate will bring demonstrated experience leading and developing administrative teams, along with a strong background providing high-level support to senior leaders in a complex and fast-paced organization. The ideal candidate is resourceful, adaptable, detail-oriented, and able to exercise sound judgment while managing multiple priorities and sensitive information. A desire to learn, strong initiative, attention to detail, follow-through, and ownership of projects and responsibilities are essential. The successful candidate must be able to work collaboratively across diverse teams and thrive in a rapidly changing environment. Experience in higher education, an academic medical center, or a similarly complex organization is preferred.

This is a hybrid position. The successful candidate will be expected to work on-site two to three days per week, with additional on-site presence as needed based on business and operational needs.

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.