Administrative Associate to the Chair (Administrative ...

OverviewEvents and Administrative Coordinator (Administrative Associate 4) role supporting the Chairman of the Department of Cardiothoracic Surgery. The department emphasizes research contributions, education, and quality clinical care, with active clinical and translational research across cardiology, cardiac surgery, critical care, and oncology. This position offers opportunities for an enthusiastic, motivated, and professional team member, with a focus on managing and executing a wide array of high‑profile events.Responsibilities include:Executive Support & Strategic Problem Solving: Act as the primary point of contact for high‑level administrative issues in the Chairman's office, independently evaluating urgency and impact and implementing solutions without direct oversight. Establish priorities and resolve administrative challenges autonomously to minimize disruption to critical plex Calendar & International Travel Management: Proactively manage the Chairman's demanding calendar across multiple time zones, coordinating internal and external meetings and arranging complex international travel with multiple legs and specific requirements. Arrange itineraries for visiting professors in compliance with unit, university, and sponsor policies.Lead Complex Event Planning & Execution: Plan and execute a wide range of departmental events, conferences, and seminars. Lead the full lifecycle of the Chairman's monthly visiting professor series, including invitations, travel arrangements, and day‑of logistics for lectures and multi‑stakeholder dinners. Manage vendors, materials, logistics, and budgeting; coordinate AV for virtual and in‑person presentations; plan department events, venues, and dinners including the holiday party.Advanced Communication & Content Management: Compose, draft, and edit documents and correspondence for presentations, grants, and reports. Create and maintain content across unit documents, displays, social media, and plex Financial & Reporting Acumen: Manage and reconcile the Chairman's discretionary and research accounts, process speaker honoraria and reimbursements (including international currency considerations), and develop dashboards using software such as Smartsheet to track departmental initiatives.General Administrative & Operational Leadership: Provide administrative support to the Chairman's office, set internal priorities, manage workflow, maintain files, process travel reimbursements, handle subscriptions and dues, ensure timely licensing and medical staff privileges, and order supplies.Supervisory/Leadership (as needed): May supervise day‑to‑day work of other administrative or support staff, including scheduling, workload prioritization, and performance input.Desired QualificationsEducation & Experience (Required):High school diploma and six years of administrative experience, or equivalent 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.Strong 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 independently.Physical Requirements:Constant computer tasks; frequent sitting; occasional standing or walking; reach and fine manipulation; ability to lift up to 10 pounds.Occasional bending, kneeling, or crawling.Accommodation to perform essential functions of the job as required by law.Working Conditions:Travel on campus to schools/units and off‑campus locations. May work extended hours during deadlines, events, or special projects.Working Standards:Interpersonal skills: ability to work well with Stanford colleagues, clients, and external organizations.Promote Safety: uphold personal responsibility for safety and address safety pliance: adhere to all applicable University policies and procedures, including those in the Administrative Guide.The expected pay range for this position is $44.84 to $50.43 per hour. Stanford provides a comprehensive rewards package and benefits, discussed during the hiring process. Reasonable accommodations are available for applicants and employees with disabilities.Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.The job duties listed are typical examples and not a comprehensive inventory of all duties. Specific duties may vary by department or program while maintaining the general scope of the role. Employees may also perform other duties as assigned.School of Medicine, Stanford, California, United States #J-18808-Ljbffr

Created: 2025-10-08