Events and Administrative Coordinator (Administrative Associate 4)

The Department of Cardiothoracic Surgery has a long tradition of major contributions in medical research and education, as well as a strong commitment to quality clinical care delivery. The Department is dedicated to expanding its clinical and translational research efforts across various fields including cardiology, cardiac surgery, critical care, and oncology. With an impressive number of sponsored research studies being conducted, this position offers an exciting opportunity for an enthusiastic, motivated, and professional team member.

The Department of Cardiothoracic Surgery is seeking a highly skilled and proactive Administrative Associate 4 to provide comprehensive administrative and operational support directly to the Chairman. This pivotal role requires exceptional organizational skills, a strong ability to prioritize, and a keen eye for detail, with a significant emphasis on managing and executing a wide array of high-profile events.

Responsibilities include :

• Executive Support & Strategic Problem Solving : 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. This ensures minimal disruption to the Chairman's critical engagements, requiring the ability to establish priorities and resolve administrative challenges autonomously.
• Complex Calendar & International Travel Management : Proactively manage the Chairman's exceptionally demanding and intricate calendar, often balancing multiple international time zones, sensitive internal meetings, clinical duties, and external commitments. This involves anticipating conflicts, independently negotiating schedules with high-level university officials, and arranging complex international travel with multiple legs and specific requirements without prior consultation. This also includes the specialized arrangement of travel itineraries for

visiting professors, ensuring compliance with unit, university, and sponsor policies.

leading 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. You will 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. This also involves coordinating complex AV requirements for virtual and in-person presentations, and planning and executing various department events, logistics, venues, and dinners, including the department holiday party.

DESIRED QUALIFICATIONS :

4-year college degree desired.

EDUCATION & EXPERIENCE (REQUIRED) :

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED) :

PHYSICAL REQUIREMENTS

WORKING CONDITIONS :

Travel on campus to schools / units and off campus locations.

Additional WORKING CONDITIONS :

May work extended hours during deadlines, events or special projects.

WORK STANDARDS :

The expected pay range for this position is $45.23 to $51.03 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. 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. Specifics about the rewards package for this position may be discussed during the hiring process.

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 by submitting a contact 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.

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.