Executive & Strategic Programs Administrator

Note: this position has been deemed critical by the School of Medicine Dean's Office and is exempt from the hiring freeze.

Main Work Location: The School of Medicine at the Stanford historic campus
Schedule: 100% Onsite (must be willing to work onsite every day)
To Apply: Must submit a cover letter and resume with your online application.

The Stanford Institute for Stem Cell Biology and Regenerative Medicine (ISCBRM) is one of the multidisciplinary Institutes of Medicine at Stanford, and builds synergies and collaborations across Stanford Medicine. The ISCBRM is a prominent, dynamic and complex Institute in the Stanford School of Medicine. We seek an Executive & Strategic Programs Administrator to support the Director of the ISCBRM. In this vital role you will help us enact our mission to advance stem cell research through comprehensive programs of basic and translational research activities. You will be working with an unparalleled leading community of faculty, lab members, and staff who are fundamentally changing the world of research in stem cell biology and regenerative medicine.

The ISCBRM is fast-paced, team-oriented, and forward-thinking. Our team runs toward challenges, and you will have a demonstrated history of doing the same with a high degree of professionalism and initiative. Supporting the ISCBRM Director and reporting to the Institute Operations Manager, you will support strategic priorities that require your gifts for accuracy, organization, flexibility, and independence.

This role provides high-level executive support to the Institute Director and his lab while independently managing strategic programs and initiatives that advance the mission and operations of the Institute. The position requires exceptional organizational, analytical, and communication skills and operates with a high degree of autonomy, discretion, and strategic insight. The individual in this role must maintain confidentiality and exercise sound judgment as a trusted partner to the Director and serves as a key liaison to internal and external stakeholders, often representing the Director at high-level meetings and events.

Duties Include*:
Executive Administrative Leadership

• Manage the Director's complex and dynamic calendar with minimal consultation; intake scheduling requests, assess priorities, resolve conflicts with discretion, and coordinate stakeholder participation.
• Expertly guide the Director's lab on travel policy and assist with the booking and reimbursement process.
• Prepare executive briefing materials and coordinate high-stakes meetings, faculty candidate visits, and international conference travel.
• Draft and edit confidential and high-visibility communications including general correspondence, talking points, presentation materials, and letters of recommendation.
• Oversee communication flow and prioritize engagements for the Director with internal and external stakeholders.
• Use independent judgement to identify and resolve problems and keep Director informed of matters requiring his attention.

Leadership Support & Representation

• Serve as a key representative of the Director in meetings with faculty, staff, and external partners; assign action items and track outcomes.
• Draft agendas, take minutes, and follow through on deliverables for faculty and leadership committee meetings.
• Support Director-led initiatives such as faculty searches, workshops, symposia, and strategic planning sessions.

Program Ownership & Strategic Operations

• Independently manage Institute-level programs such as the faculty membership process and internal funding initiatives, including seed grants.
• Design, implement, and analyze annual engagement surveys for faculty; present findings to inform program decisions.
• Track program participation, identify trends, and develop process improvements and recommendations for leadership.
• Develop and document program SOPs and ensure continuity of operations; train others on new or revised procedures.

Event & Outreach Strategy

• Lead planning and execution of high impact strategic Institute events (e.g., External Advisory Board Meeting, Ludwig Investigator Retreat, Faculty Research Retreat, Scientific Symposia, etc).
• Lead planning and execution of the Institute Director's lab events such as holiday parties, dinners, and annual retreats.
• Coordinate all logistics and communications; manage RSVPs, marketing materials, event websites, and follow-up communications to assess post-event outcomes.
• Partner with Communications Manager to promote events; design flyers, send communications, and manage outreach.
• Represent the Director's office at events to ensure success, foster connections, and collect stakeholder feedback.

Policy Implementation & Process Improvement

• Analyze and interpret university and department policies to ensure compliance; revise and implement processes accordingly.
• Develop streamlined workflows for administrative operations within the Director's office and across Institute initiatives (e.g., scheduling protocols, hybrid meeting logistics, document retention).
• Lead or contribute to cross-departmental process improvement initiatives by collecting data, evaluating outcomes, and providing recommendations.

Financial Oversight & Budget Management

• Develop and monitor budgets for Director-sponsored initiatives, including retreats and funding programs.
• Track expenditures, conduct limited forecasting, reconcile discrepancies, and propose cost-saving strategies.
• Coordinate with finance teams to resolve budget issues, manage contracts, and prepare materials for audits or reviews.

Staff Coordination & Delegation

• Delegate tasks and supervise administrative staff and volunteers in support of large-scale events and initiatives.
• Provide backup supervision in the absence of the Operations Manager.
• Supervise contingent staff supporting Director initiatives as needed.

*- Other duties may also be assigned

DESIRED QUALIFICATIONS:

• Organizational knowledge of Stanford Medicine or similar academic medical center preferred.
• Proven strong organizational skills in a fast-paced environment.
• Excellent problem-solving skills and resourcefulness.
• An ability to identify when to act independently and when to seek advice.
• Outstanding interpersonal skills including diplomacy, tact, and respect for confidentiality.
• Experience with complex calendars and travel arrangements.
• Strong judgment, diplomacy, and discretion in handling confidential information and high-level interactions.
• Excellent project management skills with the ability to lead and execute complex initiatives.
• Advanced written and verbal communication skills with a demonstrated ability to draft and edit high-quality documents.
• Experience managing budgets, interpreting policy, and improving operational workflows.
• Proven ability to work both independently and collaboratively across departments.

EDUCATION & EXPERIENCE (REQUIRED):
Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Demonstrated ability to prioritize own work and multi-task.
• Demonstrated excellent organizational skills.
• Demonstrated ability to take initiative and ownership of projects.
• Ability to communicate effectively both orally and in writing.
• 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.

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently stand/walk, sitting, grasp lightly/fine manipulation.
• Occasionally use a telephone.
• Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

* - 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:
Occasional evening and weekend hours.

WORK STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu

Why Stanford is for You
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

The expected pay range for this position is $99,015 to $126,383 per annum.

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 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.