CDH Administrative Specialist

School of Medicine, Stanford, California, United States

Administration

Post Date May 16, 2024

Requisition # 103282

Housed within the School of Medicine, the StanfordCenter 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 the 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 three areas:

• Research: Foster interdisciplinary collaboration to catalyze groundbreaking research from diverse disciplines to improve health.

• Thought Leadership: Convene the world’s leading experts to shape 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 tackle the most critical challenges in digital health.

The Center for Digital Health is seeking an Administrative Specialist (Administrative Associate 3) to provide administrative and operational support for the Center and CDH leadership.

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

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.

Duties include:

• Perform daily administrative tasks to support the tracking and management of CDH activities, ensuring smooth operations.

• Offer comprehensive administrative support to CDH leadership including efficiently managing calendar(s) for the CDH Director and Executive Director, proactively resolving scheduling conflicts, drafting correspondences, and arranging travel with minimal supervision.

• Develop, implement, and execute administrative, logistical, and operational aspects of CDH programs and activities, ensuring efficiency and effectiveness.

• Coordinate and manage complex conferences, seminars, and events from conception to completion, including vendor negotiations, material production and distribution, logistics coordination, and budget adherence.

• Prepare a wide range of communications, including correspondences, social media content, programmatic documents, and updates to the CDH website, ensuring accuracy and brand consistency.

• Handle financial transactions, oversee budget preparation and monitoring, reconcile budget statements, and address any discrepancies through diligent research and analysis.

• May supervise students and trainees, providing support to foster their professional development.

• Act on behalf of the supervisor, department manager, or chair in regard 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 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) with limited 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.

• 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 and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• May lead staff or supervise day-to-day work of 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.

DESIRED QUALIFICATIONS:

• Bachelor’s degree.

• Experience working in academia and/or a health care environment within a large health system or academic medical center.

EDUCATION & EXPERIENCE (REQUIRED):

• High school diploma and four 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.

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Excellent Strong 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 $33.17 to $43.75 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. TheCardinal at Workwebsite 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.

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 at stanfordelr@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: 4098

• Employee Status: Regular

• Grade: F

• Requisition ID: 103282

• Work Arrangement : Hybrid Eligible