Administrative Supervisor (Hybrid Opportunity)

OverviewThe Division of Cardiovascular Medicine at Stanford University is seeking a dynamic, highly organized Administrative Supervisor to lead and support our team of over 100 faculty, clinician educators, and instructors. This role supports the division in excellence in research, medical education, and clinical care, and drives the mission to prevent and treat cardiovascular disease. The position supervises administrative staff and provides direct administrative support to 1-3 senior faculty members. The ideal candidate will demonstrate leadership, strong communication, and ownership of tasks and projects in a fast-paced, innovative environment.This is a hybrid eligible position.ResponsibilitiesAct on behalf of the supervisor, department manager, or chair to establish priorities and resolve administrative problems.Research and/or write background information for meetings; participate in meetings on the supervisor’s behalf and inform afterward.Oversee and/or perform duties related to scheduling, organizing, and operating complex conferences, seminars, and events, including vendor coordination, materials production, logistics, and budget management.Draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform research editing and fact checking. Maintain accuracy of content in unit documents, displays, reports, brochures, social media, and websites.Plan and schedule calendars; resolve calendaring conflicts and arrange travel in compliance with relevant policies.Create complex reports and spreadsheets using specialized software; make recommendations based on reports.Oversee and/or process financial transactions; monitor and reconcile budget statements; assist with capital or special equipment requests and vendor selection as needed.Coordinate complex office moves and plan routine remodeling/renovations.Analyze information for briefing purposes.Where applicable, assist with sponsored project proposals and post‑award administration; lead administrative functions of a program or unit; perform HR transactional support and/or faculty affairs support; coordinate or manage visa processes; serve as building coordinator; supervise day-to-day work of administrative staff and others, including workload assignment and performance input.Desired QualificationsBachelor’s Degree.Experience supervising non-exempt administrative staff.Knowledge of Stanford’s financial systems and web applications.Desire to work in an academic environment.Four years of experience as an Executive Assistant or Director-level support.Education & Experience (Required)High school diploma and six years of administrative experience, or combination of education and relevant experience.Knowledge, Skills and Abilities (Required)Advanced computer skills and experience with office software and email applications.Proven ability to follow through and complete 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 own projects.Ability to exercise sound judgment in decision-making.Certifications & LicensesNonePhysical RequirementsConstantly perform desk-based computer tasks.Frequent sitting.Occasionally stand/walk, reach above shoulders, manipulate small objects, lift/carry up to 10 pounds.Rarely twist/bend/stoop/squat, kneel/crawl.Working StandardsInterpersonal Skills: Work well with Stanford colleagues, clients, and external organizations.Promote Culture of Safety: Commit to safety and report concerns; follow training and lessons ply with university policies and procedures, including personnel policies and related Administrative Guide pensationThe expected pay range for this position is $45.23 to $51.03 per hour. Stanford provides pay ranges as a good faith estimate; final pay offered depends on factors such as responsibilities, qualifications, budget, internal equity, location, and external market.Benefits and Additional InformationAt Stanford, base pay is one aspect of a comprehensive rewards package. The Cardinal at Work website provides details on benefits and rewards. Specifics about the rewards package will be discussed during the hiring process.EEO StatementStanford University is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford is committed to providing reasonable accommodations to applicants and employees with disabilities. For accommodation requests, contact Stanford University Human Resources.NoticeThe job duties listed are typical examples of work performed by positions in this job classification and are not a comprehensive inventory. Duties may vary by department or program, and employees may perform other duties as assigned. #J-18808-Ljbffr

Created: 2025-09-25