Stanford University · 2 months ago
Events and Administrative Coordinator (Administrative Associate 4)
Stanford, CA
Full-time
Onsite
Mid, Senior Level
$45.23/hr - $51.03/hr
6+ years expStanford University is seeking a highly skilled and proactive Administrative Associate 4 to provide comprehensive administrative and operational support directly to the Chairman of the Department of Cardiothoracic Surgery. This pivotal role involves managing complex calendars, planning high-profile events, and ensuring smooth daily operations within the Chairman's office.
EducationHigher EducationUniversities
Responsibilities
Routinely act as the primary point of contact for high-level administrative issues within the Chairman's office, independently evaluating urgency and impact of problems (e.g., conflicting donor visit schedules, unexpected media inquiries) and implementing solutions without direct oversight
Proactively manage the Chairman's exceptionally demanding and intricate calendar, often balancing multiple international time zones, sensitive internal meetings, clinical duties, and external commitments
Lead the full lifecycle of the Chairman's monthly visiting professor series, from invitation and complex international travel arrangements to managing day-of logistics for lectures and multi-stakeholder dinners
Oversee and perform duties associated with organizing and operating complex events, including arranging vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget
Compose, draft, and edit documents and correspondence for presentations, grants, and reports, while also creating, maintaining, modifying, and ensuring accuracy of content in various unit documents, displays, social media, and websites
Manages and reconciles the Chairman's complex discretionary and research accounts, involving processing a high volume of diverse transactions and identifying and rectifying intricate discrepancies across multiple funding sources
Independently handles the full cycle of speaker honorarium and reimbursement processing for visiting professors, including complex international currency conversions and tax considerations
Utilizes specialized software and systems (e.g., Smartsheet) to design and implement advanced project management and data tracking dashboards for various departmental initiatives (e.g., visiting professorships, dept. events, inventory), and makes recommendations based on these reports
Serves as the administrative support for the Chairman's office, setting internal administrative priorities, managing workflow, and ensuring the smooth operation of daily functions, often acting as a bridge between the Chairman and various departmental and university units
Performs a full spectrum of administrative duties, including maintaining files, processing travel reimbursements, handling subscriptions and dues, ensuring timely submission of licensing and medical staff privileges forms, and ordering supplies
May oversee or supervise the day-to-day work of other administrative or support staff, students and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input
Qualification
Required
High school diploma and six years of administrative experience, or combination of education and relevant experience
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
Preferred
4-year college degree desired
Benefits
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package.
The Cardinal at Work website 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.
Company
Stanford University
Stanford University is a teaching and research university that focuses on graduate programs in law, medicine, education, and business.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$26.52MKey Investors
National Institutes of HealthCalifornia Institute for Regenerative MedicineGRAMMY Museum
2025-09-08Grant
2025-01-30Grant· $5.6M
2023-08-17Grant
Leadership Team
Nadia Roumani
Co-founder and Senior Designer, Designing for Social Systems (DSS) Program, d.school
Howard Wolf
Vice President for Alumni Affairs
Recent News
2026-01-03
2025-12-22
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