This is a hybrid position (3 days/week in the office and telecommuting 2 days/week). Changes to the hybrid schedule are subject to operational needs.
From benchtop research to international programs, the Department of Surgery provides exceptional patient care, delivers outstanding undergraduate and graduate education, and furthers the field of surgery through innovative basic science and clinical research.
The Division of Abdominal Transplantation seeks an experienced Administrative Operations Supervisor (AOS) to provide administrative support to the Division Chief, a prominent physician leader in a complex academic/clinical environment in the School of Medicine. This position requires an individual who can work independently and with minimal direction in performance of their duties. This position has a complex workload which must be independently prioritized and managed to assure all requirements of the position are accomplished in a timely and efficient manner.
The AOS will oversee the planning and execution of recurring events and meetings with a variety of different internal and external people. This position coordinates special projects, events, meetings, seminars and other activities with others internal or external to the University. The AOS will oversee event planning by providing logistical support, placing catering orders and making venue reservations. In addition, the AOS will maintain a strong system to stay on top of the Chief’s various clinical, leadership and teaching meetings and events. Exceptional writing skill are required to independently compose, proofread and edit a variety of memos, letters and presentations in support of Division Chief clinical, leadership and teaching activities. The incumbent will also oversee other administrative staff.
Desired Qualifications:
- Excellent written and verbal communication skills; ability to write clearly.
- Supervisory experience.
- Ability to independently compose/draft correspondence on behalf of the division leadership.
- Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
- Prior work experience at Stanford University and/or similar academic medical center preferred.
- Healthcare or natural science background.
- College degree preferred.
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.