Palliative Care Administrative Manager- Pediatric, Quality of Life and Palliative Care
The Division of Pediatric Quality of Life and Palliative Care at Stanford University is seeking an Administrative Associate 4 to provide executive-level administrative and operational support with limited supervision. The incumbent will support the Division Chief. The ideal candidate is expected to intuitively translate incoming requests and indirect requirements into achievable goals while anticipating future needs. The AA4 will create systems and processes through which objectives are met in a timely manner and with the highest quality. The incumbent will coordinate all activities of the Division Chief in liaison with other members of the Division. This hybrid role is on-site 2-3 days per week.
The Division is a growing team. The Division activities reach all parts of the mission: patient care, education, and research. The AA4 will have a great deal of exposure to all of these areas and will communicate with a broad range of individuals at the Executive level, internally and externally. Within the Division, there is a strong operations team of about 15 people. We are a supportive group that prioritizes well-being, with many team events and opportunities for professional development and personal growth. We value balancing home and work life. We foster an environment that leads to fulfilling and rewarding careers at Stanford University for all staff. The AA4 will lead administrative functions, and participate in social media/marketing, fundraising, and the many education and research initiatives underway. The AA4 will also be part of the Department of Pediatrics, the second-largest Department in the School. The Department hosts many events and training opportunities and is a place where staff are nurtured.
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.
Other duties may also be assigned
Stanford University provides pay ranges representing its good faith estimate of what the University reasonably expects to pay for a position. 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.
The pay range for this position working in the California Bay area is between $84,000 to $95,000 based on commensurate experience and background.
DESIRED QUALIFICATIONS:
-Experience supporting executives
-Supervisory experience
-Experience in the medical or scientific fields
-Great communicator and writer
-Demonstrated ability working in a cross-functional team
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.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.