Lead Administrative and Events Associate

🔍 School of Medicine, Stanford, California, United States

New

📁: Administration

📅   : 7 hours ago Post Date

📅   : 108499 Requisition #

Housed within the School of Medicine, the Stanford Center for Digital Health (CDH) leverages Stanford’s collective resources to innovate, enable, and collaborate with industry, academia, and government to accelerate digital health initiatives. At CDH, our mission is to catalyze ethically responsible, scientifically rigorous research and educational initiatives in the service of achieving equitable health outcomes worldwide. As Silicon Valley’s collaborative digital health hub, we are focused on 3 areas:

Research: Foster interdisciplinary collaboration to catalyze groundbreaking research from diverse disciplines to improve health.
Thought Leadership: Convene the world’s leading experts to share national and global discussions on digital health and drive equitable health outcomes worldwide.
Education: Develop, educate, and mentor the next generation of scholars and leaders equipped to take the most critical challenges in digital health.

CDH is seeking a dedicated and experienced Lead Administrative and Events Associate to help support CDH’s Associate Directors, leadership team, and to help manage communications and events for the center. This role provides an opportunity to work closely with faculty, students, and industry leaders in support of research and high-profile events and collaborations in digital health. This role requires strong organization and event planning skills, discretion, and the ability to work in a fast-paced environment.

This is an exciting opportunity at the intersection of health and technology at a world-class research institution at the heart of Silicon Valley. Members of the CDH community are offered hands-on experiences working with cutting-edge solutions, collaborating with pharma, medical device, and technology companies, and learning from leading experts in the field of digital health. The network of leaders and experts connected to the Stanford CDH provide an exclusive look at the technologies and groups that are helping shape the future of healthcare.

Location: Stanford Research Park; Hybrid (4 days/week onsite).

Duties include:

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, timeliness, and providing performance review input.

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