Jobs for People with MS: National MS Society

Administrative Supervisor

School of Medicine, Stanford, California, United States

Administration

Post Date Apr 30, 2024

Requisition # 103057

Are you ready to take the next step in your administrative career and make a significant impact? The Division ofCardiovascular Medicineseeks a dynamic and experienced Administrative Supervisor to lead a team of administrative associates supporting our division. The Division of Cardiovascular Medicine is at the forefront of cutting-edge research, clinical care, and education in the field of cardiology. By joining our team, you can work alongside world-renowned faculty members and amazing staff and contribute to our mission of advancing cardiovascular health through excellence in research, education, and patient care.

As the Administrative Supervisor, you will be crucial in managing a team of six administrative associates who provide essential support to our division. You will also have the opportunity to directly support 1-3 faculty members, assisting them with moderate to complex calendaring and administrative tasks.

Key responsibilities include:

Team Leadership: Lead, mentor, and motivate a team of administrative associates to ensure the smooth operation of divisional administrative functions.

Policy Enforcement: Help develop and enforce administrative policies and procedures to maintain efficiency and compliance within the division.

Performance Management: Conduct regular performance evaluations and provide constructive feedback to team members to support their professional development.

Faculty Support: Provide direct administrative support to 1-3 faculty members, managing their calendars and assisting with various administrative tasks as needed.

Division Support: Serve as a central point of contact for general divisional inquiries and provide support as required to ensure the division runs smoothly.

Joining our team means becoming part of a collaborative and innovative environment dedicated to advancing cardiovascular medicine. If you're ready to make a difference and take on new challenges, we encourage you to submit your resume and cover letter today.

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.

• 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 and timeliness, and providing performance review input.

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.

DESIRED QUALIFICATIONS:

• Bachelor’s and/or advanced degree.

• 3 years of management/supervisory experience.

• Passion for team-building, professional development, and HR.

• Experience working in healthcare administration and/or academic environment.

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.

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 hourly pay range for this position is $38.46 - $48.56. 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.

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 andunique perksempower 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.

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.

Additional Information

• Schedule: Full-time

• Job Code: 4099

• Employee Status: Regular

• Grade: G

• Requisition ID: 103057

• Work Arrangement : Hybrid Eligible