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Stanford University - Stanford, CA

posted about 1 month ago

Full-time - Entry Level
Hybrid - Stanford, CA
Educational Services

About the position

Stanford Otolaryngology - Head & Neck Surgery (OHNS) has a warm and collegial culture among our community of Faculty, Residents, Fellows/Instructors, Researchers, and Administrative Staff. In this high-impact role, you will serve as an Executive/Project Coordinator in supporting the mission and vision of our department while acting as the primary liaison for both internal and external stakeholders within the Department of Otolaryngology- Head & Neck Surgery - Chairs Office. We are seeking an Executive/Project Coordinator, an accomplished administrative leader with a hybrid work arrangement (4 days onsite), who brings extensive experience in managing complex logistical operations and delivering exceptional support in a fast-paced, collaborative environment. As a trusted Executive/Project Coordinator to the Department Chair's Office, you will proactively anticipate needs, resolve challenges with minimal oversight, and provide seamless support in a dynamic and multifaceted setting. The ideal candidate will demonstrate superior autonomy, a keen sense of initiative, and a strong command of organizational strategy. Critical skills include exceptional business acumen, exemplary written and verbal communication abilities, adept multitasking, meticulous attention to detail, and a team-oriented mindset capable of fostering connections across our diverse academic and medical ecosystem. If you are ready to contribute to a team dedicated to excellence in precision healthcare, cutting-edge research, and innovative education in otolaryngology - head & neck surgery, this role offers a unique opportunity to advance your career while shaping the future of education, healthcare, and research. Join us in our mission to lead and transform the field as a global center of excellence.

Responsibilities

  • Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls.
  • Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university.
  • Compose correspondence; develop, review and edit presentations and documentation.
  • 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.
  • Collaborate with senior designers and content experts to organize, display, and build new website content.
  • Perform various exploratory, information gathering and research functions to obtain factual information for written publication/communication.
  • May supervise staff, as necessary.

Requirements

  • High school diploma and five years of relevant experience or combination of education and relevant experience.
  • 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.

Nice-to-haves

  • Experience in an Academic Medical School setting.
  • Holds a Writing/English Certification.
  • Prior Stanford University experience.
  • Exposure to a research functionality.

Benefits

  • Career development programs
  • Tuition reimbursement
  • Generous time-off
  • Family care resources
  • Excellent health care benefits
  • Free commuter programs
  • Ridesharing incentives
  • Discounts and more
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