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Stanford University · 2 months ago

Administrative Manager to Catalyst Executive Director & Catalyst Program Administrator

Stanford, CA

Full-time

Hybrid

Senior Level, Lead/Staff

$100K/yr - $125K/yr

8+ years exp

Stanford University is a prestigious institution that is home to the Catalyst program, which supports healthcare innovations. The Administrative Manager will provide operational and administrative support to the Executive Director and the Catalyst team, ensuring efficient project execution and effective communication with stakeholders.

EducationHigher EducationUniversities

Growth Opportunities

Responsibilities

Independently analyze, develop, and implement project plans required to support Catalyst operations for Stanford Medicine. Project plans may include development of missions/goals, outputs, intended benefits, rosters of project participants and key stakeholders, inventories of available resources, lists of needed resources, and project phases and associated benchmarks

Create efficient processes and systems that support Catalyst programs, project teams, operations, and office operations

Prepare complex data presentations and documents to summarize and clarify operational activities and historical trends and to contribute to improved planning decisions and predictions

Organize and manage the execution of numerous one-time and ongoing meetings, task forces, retreats, and events. Develop or contribute to the design of agendas including background information (bios, etc), invitations, venue, logistics, and budgets. Meetings may range in size from 4 to 40, and may include external VIP stakeholders, requiring additional customer centric engagement

Serve as first point of contact and subject matter expert for the Executive Director and represent the Executive Director in a professional and highly confidential manner

Manage complex executive calendars and anticipate needs daily to ensure that the executive's time is being optimally leveraged

Manage full cycle business travel (air, hotel, car, expenses, etc.) in compliance with unit, university, and sponsor policies

Engage professionally, amiably, and in a polished manner with world renowned faculty, senior leaders in Industry, and a wide range of individuals at many levels, both inside Stanford and with outside partners

Gather, submit, track, and manage contracts and POs for a variety of consultants, contractors, and vendors. Submit and track expense requests for the Executive Director

Other duties may also be assigned

Qualification

Administrative managementProject planningHealthcare industry experienceOffice managementTechnology proficiencyCommunication skillsJudgmentOrganizational skillsTeam collaborationInitiative

Required

8+ years administrative management experience of executive level, C-suite leaders

5+ years office management support

Experience in healthcare start-ups, industry, and/or venture capital

Proven ability to manage complex calendars, coordinate high-level meetings, and efficiently handle executive communications with discretion

Outstanding written and verbal communication skills

Ability to create and coordinate operational project plans (e.g. Office setup, Office move, etc.)

Experience supporting program marketing efforts, including coordinating communications, managing outreach initiatives, and assisting with the development and distribution of promotional materials to enhance program visibility and engagement

Experience leveraging technology (e.g. Excel, SmartSheets, Asana, etc.) for project planning, and for process improvement of workflows

Experience supporting executives with daily, weekly and monthly reporting of operational data to include analyzing data for trends

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience

Demonstrated ability to prioritize own work and multi-task

Demonstrated excellent organizational skills

Demonstrated exceptional written and verbal communication skills

Demonstrated ability to take initiative and ownership of projects

Ability to routinely and independently exercise sound judgment in making decisions

Demonstrated experience working independently and as part of a team

Relevant subject matter knowledge

Ability to direct the work of others, for jobs requiring supervision

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 ( https://cardinalatwork.stanford.edu/benefits-rewards ) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees.