Executive Office Administrator

Stanford University School of Medicine; Palo Alto (CA); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Stanford University seeks an Executive Office Administrator to support programs of the Executive Suite under the Director of Finance and Administration. The role requires independent management of multiple responsibilities with sound judgment and discretion.

The position is hybrid, onsite 4 days a week, and involves budget participation, data analysis, policy interpretation, and acting as a subject matter expert for the department.

Qualifications

• Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.
• Demonstrated ability to prioritize own work and multi-task.
• Strong organizational skills and attention to detail.
• Ability to take initiative and own projects; strong written and verbal communication.
• Ability to exercise sound judgment in decision making.
• Experience working independently and collaboratively within a team.
• Knowledge of relevant subject matter for departmental operations.
• Ability to direct the work of others when supervising staff.

Responsibilities

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying tasks and objectives and allocating resources.
• Collect and analyze data, create reports, review trends and propose solutions.
• Analyze and interpret policies; develop, revise and implement procedures.
• Represent the program as the key contact and SME within the department and with external stakeholders.
• Organize outreach activities, communications and training; plan events or conferences.
• May participate in budget development, monitor expenditures and provide forecasting.
• May direct staff to perform tasks or supervise staff.
• Other duties as assigned.

Skills

Prioritization and multi-tasking

Organizational skills

Initiative and ownership

Communication skills (oral & written)

Judgment and decision making

Independent and team work

Subject matter knowledge

Supervision capabilities

Education

Bachelor's degree + 3 years experience

Job description

Job Description

Stanford University is seeking an Executive Office Administrator to administer and support programs or functions of the Executive Suite under the supervision of the Director of Finance and Administration (DFA). The incumbent will independently manage multiple and competing responsibilities and projects where a high degree of judgment and discretion is required in resolving problems and making recommendations.

Stanford University is seeking an Executive Office Administrator to administer and support programs or functions of the Executive Suite under the supervision of the Director of Finance and Administration (DFA). The incumbent will independently manage multiple and competing responsibilities and projects where a high degree of judgment and discretion is required in resolving problems and making recommendations. This position is offered as a hybrid role (onsite 4 days a week), subject to operational needs.

Duties include*

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.


• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.


• Analyze and interpret policies; develop, revise and implement procedures for program or function


• Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.


• Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.


• May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.


• May direct staff to perform various tasks and assignments. May also supervise staff.


• - Other duties may also be assigned.

Qualifications

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.


• Ability to communicate effectively both orally and in writing.


• Ability to routinely and independently exercise sound judgment 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.

PHYSICAL REQUIREMENTS*

• Constantly perform desk-based computer tasks.


• Frequently stand/walk, sitting, grasp lightly/fine manipulation.


• Occasionally use a telephone.


• 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 .