The Institute for Immunity, Transplantation and Infection (ITI) is seeking an Executive Assistant and Program Coordinator to provide complex and diversified administrative support with minimal supervision for Professor Bali Pulendran, the incoming Institute Chair. This position will anticipate the needs of the Chair and proactively solve problems and independently handle issues including managing complex calendars and logistics, processing financial transactions and expenses, organizing frequent domestic and international travel.
ITI is a growing, fast-paced, team-oriented, and forward-thinking department. This is a busy and complex position requiring a high level of initiative, independent judgment, a team-oriented approach to work, follow-through and organizational savvy with the capacity to handle sensitive and confidential information with tact and diplomacy. It is critical that this position exhibit the abilities to practice sound decision-making, effective written & oral communication, strong attention to detail, and respectful relationship building and management. This job requires working with all levels of our constituents, so it is important the incumbent can demonstrate professional decorum, emotional maturity, and discretion as well as an ability to effectively communicate and build relationships across broad audiences.
In this pivotal role, the incumbent will serve as a key contributor to achieving our department’s mission and act as a central point of contact for both internal and external stakeholders. The ideal candidate will exhibit a high degree of autonomy and possess exceptional business acumen, a self-motivated approach and strong team-oriented mindset, the ability to manage multiple tasks efficiently, possess exceptional organizational skills, and superb communication skills that facilitate interactions within our diverse academic and research community.
This position will be based on the Stanford campus and is a hybrid of working on-site and working from home, subject to operational need.
Duties include:
• Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the Chair and leadership team, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.
• Act on behalf of the Chair and leadership team in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
• Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Chair informed of all matters requiring his/her attention.
• Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
• Manage complex business travel in compliance with unit, university, and sponsor policies.
• Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
• Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
• Work as a team player with the other administrative staff in the Department. Participate in projects and programs.
* - Other duties may also be assigned
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:
A positive attitude and a passion for customer service and supporting others to manage a wide variety of tasks in a fast-paced academic environment with frequently shifting priorities.
• Experience in an Academic/Medical Setting.
• Prior Stanford experience.
• Demonstrated ability to take initiative and ownership of projects with impeccable follow-through.
• Ability to think creatively and calmly when it comes to quick and unplanned changes in schedule.
• Must be able to work collegially with faculty, executives and staff for both internal and external to Stanford.
• Must possess the ability to make decisions, present them, and follow through with implementation.
• Possess exceptional organizational, analytical, and quantitative skills, good judgment, flexibility, and ability to work independently and strong attention to detail.
• Exceptional problem-solving skills and ability to seek ways for operational improvement.
• Ability to be highly proactive and resourceful, synthesize information from many sources, prioritize own work, and multi-task in a dynamic environment.
• Must possess excellent computer skills and willingness to constantly learn new technical systems.
• Website development and events planning experience.
• Excellent customer service, communications, and interpersonal skills.
• Ability to be highly flexible, adaptive, and organized.
• Bachelor’s degree highly preferred.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and five years of relevant experience or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Ability to multi-task, adapt to changing priorities and meet deadlines.
CERTIFICATIONS & LICENSES:
None
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 CONDITIONS:
May work flexible work schedule including weekends.
