Executive Assistant to the Vice Provost for Student Affairs
Job Number: 84008
Student Affairs manages many student experiences that take place outside the classroom. Its units include the University Registrar's Office, the Dean of Students Office, student health services, Residential Education, BEAM Career Education, the Graduate Life Office, numerous student services offices and the student cultural, diversity and community centers. Student Affairs is led by the Vice Provost for Student Affairs who reports directly to the Provost and is responsible for providing leadership, policy direction, and administrative support for budget, personnel, facilities, and development, as well as oversight of the efficiency and effectiveness of each of the division's units. The Vice Provost interacts with the President, the Provost, the Vice Provosts, faculty, schools, department representatives, students, and parents. The Vice Provost is a member of the Stanford University Cabinet, and ex officio member of the Stanford Alumni Association Board of Directors, Stanford Athletic Board, the Haas Center for Public Service National Advisory Board and the Faculty Senate.
The Office of the Vice Provost for Student Affairs seeks an Executive Assistant to provide administrative support to the Vice Provost. Reporting to the Chief of Staff, this position is critical in supporting our mission: educating students to make meaningful contributions as citizens of a complex world. If you are independent yet collaborative, have a phenomenal appreciation for details and an advanced understanding of what's required to create a diverse and inclusive work environment, this position may be the right career opportunity for you!
Your Responsibilities: You will independently and expeditiously provide advanced, diversified administrative support of a substantial and confidential nature to the Vice Provost for Student Affairs, anticipating their needs and proactively solving problems. You will perform your work autonomously, without specific instructions or prescribed procedures, and with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the Vice Provost. Each day brings a new set of objectives, priorities, and rewards as you:
Coordinate the Vice Provost's activities, including the management of a complex calendar, travel arrangements and associated logistics, independently committing the executive's time to those requesting access based on an in-depth understanding of their priorities and needs and their role within the university framework.
Independently prioritize, plan, coordinate and oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
Serve as the Vice Provost's liaison to various internal and external constituencies, including screening correspondence and telephone calls, keeping the VP informed of all matters requiring their attention.
Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Vice Provost; follow up with appropriate parties to ensure deadlines are met.
Organize and maintain the workings of the Vice Provost's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.
Demonstrate your interpersonal and strong communication skills by proactively learning about the Vice Provost's priorities and professionally representing them to various leaders across the department and University.
Maintain a high-level of detail by managing the Vice Provost's schedule and travel.
Compose presentations, correspondence, documents, and reports ensuring the accuracy of the content.
Display your organizational and planning skills by organizing and managing logistics associated with conferences and various events, while being flexible in completing any other duties that may be assigned.
May also supervise staff.
To be successful in this position, you will bring:
Bachelor's degree and seven years of relevant experience or combination of education and relevant experience
Superb organizational skills and attention to detail
Demonstrated ability to handle sensitive issues and maintain confidentiality
Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
Contextual understanding of executive's role within the university framework
Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
Ability to multitask, adapt to changing priorities and meet deadlines
Advanced computer skills and demonstrated experience with office software and email applications
In addition, our preferred requirements include:
Experience working at Stanford University
Experience in an academic environment
Advanced experience with Outlook and Zoom video conferencing
*Please note this position will require occasional work on evenings and weekends
*Consistent with its obligations under the law, the University will provide reasonable accommodations to any employee with a disability who requires an accommodation to perform the essential functions of his or her job.
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.
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford University is an ...equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.