Executive & Strategic Programs Administrator

Note: this position has been deemed critical by the School of Medicine Dean's Office and is exempt from the hiring freeze.

Main Work Location: The School of Medicine at the Stanford historic campus
Schedule: 100% Onsite (must be willing to work onsite every day)
To Apply: Must submit a cover letter and resume with your online application.

The Stanford Institute for Stem Cell Biology and Regenerative Medicine (ISCBRM) is one of the multidisciplinary Institutes of Medicine at Stanford, and builds synergies and collaborations across Stanford Medicine. The ISCBRM is a prominent, dynamic and complex Institute in the Stanford School of Medicine. We seek an Executive & Strategic Programs Administrator to support the Director of the ISCBRM. In this vital role you will help us enact our mission to advance stem cell research through comprehensive programs of basic and translational research activities. You will be working with an unparalleled leading community of faculty, lab members, and staff who are fundamentally changing the world of research in stem cell biology and regenerative medicine.

The ISCBRM is fast-paced, team-oriented, and forward-thinking. Our team runs toward challenges, and you will have a demonstrated history of doing the same with a high degree of professionalism and initiative. Supporting the ISCBRM Director and reporting to the Institute Operations Manager, you will support strategic priorities that require your gifts for accuracy, organization, flexibility, and independence.

This role provides high-level executive support to the Institute Director and his lab while independently managing strategic programs and initiatives that advance the mission and operations of the Institute. The position requires exceptional organizational, analytical, and communication skills and operates with a high degree of autonomy, discretion, and strategic insight. The individual in this role must maintain confidentiality and exercise sound judgment as a trusted partner to the Director and serves as a key liaison to internal and external stakeholders, often representing the Director at high-level meetings and events.

Duties Include*:
Executive Administrative Leadership

• Manage the Director’s complex and dynamic calendar with minimal consultation; intake scheduling requests, assess priorities, resolve conflicts with discretion, and coordinate stakeholder participation.
• Expertly guide the Director’s lab on travel policy and assist with the booking and reimbursement process.
• Prepare executive briefing materials and coordinate high-stakes meetings, faculty candidate visits, and international conference travel.
• Draft and edit confidential and high-visibility communications including general correspondence, talking points, presentation materials, and letters of recommendation.
• Oversee communication flow and prioritize engagements for the Director with internal and external stakeholders.
• Use independent judgement to identify and resolve problems and keep Director informed of matters requiring his attention.

Leadership Support & Representation

• Serve as a key representative of the Director in meetings with faculty, staff, and external partners; assign action items and track outcomes.
• Draft agendas, take minutes, and follow through on deliverables for faculty and leadership committee meetings.
• Support Director-led initiatives such as faculty searches, workshops, symposia, and strategic planning sessions.

Program Ownership & Strategic Operations

• Independently manage Institute-level programs such as the faculty membership process and internal funding initiatives, including seed grants.
• Design, implement, and analyze annual engagement surveys for faculty; present findings to inform program decisions.
• Track program participation, identify trends, and develop process improvements and recommendations for leadership.
• Develop and document program SOPs and ensure continuity of operations; train others on new or revised procedures.

Event & Outreach Strategy

• Lead planning and execution of high impact strategic Institute events (e.g., External Advisory Board Meeting, Ludwig Investigator Retreat, Faculty Research Retreat, Scientific Symposia, etc).
• Lead planning and execution of the Institute Director’s lab events such as holiday parties, dinners, and annual retreats.
• Coordinate all logistics and communications; manage RSVPs, marketing materials, event websites, and follow-up communications to assess post-event outcomes.
• Partner with Communications Manager to promote events; design flyers, send communications, and manage outreach.
• Represent the Director’s office at events to ensure success, foster connections, and collect stakeholder feedback.

Policy Implementation & Process Improvement

• Analyze and interpret university and department policies to ensure compliance; revise and implement processes accordingly.
• Develop streamlined workflows for administrative operations within the Director’s office and across Institute initiatives (e.g., scheduling protocols, hybrid meeting logistics, document retention).
• Lead or contribute to cross-departmental process improvement initiatives by collecting data, evaluating outcomes, and providing recommendations.

Financial Oversight & Budget Management

• Develop and monitor budgets for Director-sponsored initiatives, including retreats and funding programs.
• Track expenditures, conduct limited forecasting, reconcile discrepancies, and propose cost-saving strategies.
• Coordinate with finance teams to resolve budget issues, manage contracts, and prepare materials for audits or reviews.

Staff Coordination & Delegation

• Delegate tasks and supervise administrative staff and volunteers in support of large-scale events and initiatives.
• Provide backup supervision in the absence of the Operations Manager.
• Supervise contingent staff supporting Director initiatives as needed.

*- Other duties may also be assigned