Administrative Supervisor (Hybrid Opportunity)

🔍 School of Medicine, Stanford, California, United States

New

📁: Administration

📅   : 4 hours ago Post Date

📅   : 108726 Requisition #

The Division of Computational Medicine in the Stanford Department of Medicine is advancing the future of health at the intersection of biomedical informatics, artificial intelligence, and clinical medicine. Our interdisciplinary community of faculty, trainees, and staff transforms complex data into real-world solutions that improve patient care and drive scientific discovery.

We are seeking a highly experienced and strategic Senior Administrative Operations Lead (Administrative Associate 4) to serve as the primary administrative and operational partner to division leadership. This is a high-visibility, high-impact role for someone who thrives in complexity, exercises strong judgment, and enjoys building systems that enable innovation.

The Impact of This Role

Reporting to the Administrative Division Director and partnering closely with the Division Chief, the Senior Administrative Operations Lead plays a central role in ensuring the division operates with clarity, efficiency, and compliance.

You will translate leadership priorities into action — overseeing division-wide operations, strengthening infrastructure, and proactively identifying risks and opportunities. This role serves as the connective tissue across faculty, staff, trainees, and central university partners.

Key Responsibilities:

Strategic Operations & Leadership Partnership

Act on behalf of division leadership to establish priorities, triage complex matters, and drive resolution with minimal supervision.
Provide operational oversight across HR operations, academic affairs, postdoctoral affairs, finance coordination, and general administration.
Monitor division activities, staffing trends, and strategic initiatives to anticipate needs and inform leadership decision-making.
Serve as the escalation point for sensitive personnel or policy matters.

HR & Workforce Operations

Lead division HR operations, including staff recruitment, onboarding, performance management cycles, employee relations coordination, and separations.
Advise leadership on workforce planning, retention risks, and compliance considerations.
Oversee faculty and trainee lifecycle processes from recruitment through separation, ensuring documentation, funding transitions, and deadlines are proactively managed.
Coordinate visa-related matters in partnership with Bechtel and relevant university offices.

Team Supervision & Development

Supervise and mentor Administrative Associates, set performance expectations, allocate workload, and ensure consistent, high-quality execution.
Foster a collaborative, accountable, and service-oriented team culture.

Systems, Reporting & Process Improvement

Develop operational dashboards and tracking tools (e.g., Smartsheet, Oracle, Google Suite) to enhance visibility and transparency.
Design and implement structured workflows to improve HR operations, recruitment tracking, onboarding coordination, and administrative efficiency.
Identify systemic risks or workflow gaps and implement sustainable solutions in partnership with HR, Academic Affairs, OPA, and Finance.

Division Administration & Communications

Manage the Division Chief’s complex calendar and travel with autonomy and discretion.
Draft and edit briefing materials, reports, and communications for internal and external audiences.
Oversee division meetings, retreats, and events, ensuring strong execution and budget alignment.
Maintain accurate and strategic division communications and website content.

Why Join Computational Medicine?

This role offers direct partnership with academic leadership and broad operational scope across HR, academic affairs, research administration, and strategy. You will have the opportunity to shape infrastructure in a growing and innovative division while building advanced expertise in university operations.

For experienced operations professionals seeking greater autonomy, strategic influence, and leadership exposure, this role provides meaningful impact and long-term growth potential within Stanford.

This position is offered as a hybrid role subject to operational needs. Please submit a resume and cover letter with your application.

If you are a proactive systems thinker who takes ownership, exercises sound judgment, and enjoys enabling high-performing teams, we encourage you to apply.

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 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.

PHYSICAL REQUIREMENTS:

Constantly perform desk-based computer tasks.
Frequently sitting.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl.

WORKING 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/.

The expected pay range for this position is $45.23 to $51.03 per hour.

Stanford University provides pay ranges representing its good faith estimate of the salary the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun. Stroll through historic sculptures, trails, and museums.
Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

Stanford 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.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Additional Information