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Administrative Operations Supervisor, Abdominal Transplantation (Hybrid Opportunity)

School of Medicine, Stanford, California, United States

Administration

Post Date Jul 24, 2024

Requisition # 104041

This is a hybrid position (3 days/week in the office and telecommuting 2 days/week). Changes to the hybrid schedule are subject to operational needs.

From benchtop research to international programs, the Department of Surgery provides exceptional patient care, delivers outstanding undergraduate and graduate education, and furthers the field of surgery through innovative basic science and clinical research.

The Division of Abdominal Transplantation seeks an experienced Administrative Operations Supervisor (AOS) to provide administrative support to the Division Chief, a prominent physician leader in a complex academic/clinical environment in the School of Medicine. This position requires an individual who can work independently and with minimal direction in performance of their duties. This position has a complex workload that must be independently prioritized and managed to assure all requirements of the position are accomplished in a timely and efficient manner.

The AOS will oversee the planning and execution of recurring events and meetings with a variety of different internal and external people. This position coordinates special projects, events, meetings, seminars and other activities with others internal or external to the University. The AOS will oversee event planning by providing logistical support, placing catering orders and making venue reservations. In addition, the AOS will maintain a strong system to stay on top of the Chief’s various clinical, leadership and teaching meetings and events. Exceptional writing skill are required to independently compose, proofread and edit a variety of memos, letters and presentations in support of Division Chief clinical, leadership and teaching activities. The incumbent will also oversee other administrative staff.

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.

DESIRED QUALIFICATIONS:

• Excellent written and verbal communication skills; ability to write clearly.

• Supervisory experience.

• Ability to independently compose/draft correspondence on behalf of the division leadership.

• Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

• Prior work experience at Stanford University and/or similar academic medical center preferred.

• Healthcare or natural science background.

• College degree preferred.

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.

WORK 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 $38.46 to $48.56 per hour.

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.

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.

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 atstanfordelr@stanford.edu. For all other inquiries, please submit acontact 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.

Additional Information

• Schedule: Full-time

• Job Code: 4099

• Employee Status: Regular

• Grade: G

• Requisition ID: 104041

• Work Arrangement : Hybrid Eligible