Executive Assistant II to the CMIO (Chief Medical Information Officer)

What We Offer

The Executive Assistant to the Chief Medical Information Officer (CMIO) at Stanford Health Care offers a competitive compensation package, including:

• Hybrid 108610058
• R2658105
• Day - 08 Hour
• Base Salary Range: $50.67 - $65.87 per hour
• Other benefits may include:
• Health Insurance
• Retirement Plans
• Flexible Spending Accounts
• Life Insurance
• Disability Insurance
• Employee Assistance Program

What You Will Do

Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the executive accordingly; make decisions to page or contact the executive at off-site locations in critical situations; make referrals to appropriate administrative staff or provide requested information as appropriate.

Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials based on instructions from the executive, agency activities, and the predetermined, ongoing priorities of the organization; resolve matters personally within parameters established by the executive, and forward materials to appropriate managers and staff for analysis and reply; follow up as required to ensure responses are timely and in conformance to established standards.

Cook up and coordinate the executive’s calendar to schedule appointments and engagements; arrange conferences, meetings and hearings for commissions, boards, or other bodies; make travel, lodging and meeting room arrangements including public address systems, teleconferencing, refreshments, and other amenities; ensure agendas, background information, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of tapes, minutes or other media.

Compose correspondence and prepare administrative reports and/or financial records, relying on a variety of source material; respond to requests for information regarding programs and activities; provide administrative data, and communicate the activities, views, and commitments of the executive.

Compile publications, newsletters, or informational pamphlets; determine appropriate layout and design. Work with authors to prepare charts or graphics to ensure optimum quality of final reproduction. Coordinate printing and distribution.

Review, proofread and edit documents prepared for the executive’s signature; ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness or accuracy; ensure proper grammar, punctuation, spelling and usage as well as appropriate distribution and archiving.

Organize and maintain confidential records and files for the executive on computer or manual systems, including materials of a highly sensitive or complex nature, ensuring the security of such information; maintain filing systems.

Maintains a variety of complex records on computer or manual systems, including materials of a highly sensitive or confidential nature; establishes and maintains filing systems.

May serve as a lead-worker to subordinate personnel in the Executive’s office as assigned; assign, schedule, coordinate, and review the work activities of the clerical and/or administrative support staff to facilitate the adherence to and accomplishment of work objectives and ensure efficient and effective operation of the Executive’s office; make recommendations to hire or discipline incumbents or reassign duties to positions; provide input into performance evaluations; determine priorities and reassign work to meet those priorities or to complete large projects; provide orientation and training to new support staff members.

Participate in development of the executive office budget; prepare narrative and statistical justifications in support of requests for additional funding; conduct research related to the cost, quality, applicability and effectiveness of new or improved office equipment and systems.

Control accounts of the office by approving and submitting bills for payment or verification; order and maintain necessary office supplies.

Perform specialized administrative duties required to support the specific responsibilities of the executive, using discretion to make judgments based on operating guidelines; plan, organize, coordinate and oversee special projects and assignments (e.g., event planning/coordination, department-wide activities, etc.) relative to the organization as requested by the executive.

Represent the Executive in meetings as assigned.

Perform other related and incidental duties as needed or required.

Qualifications

High school diploma OR equivalent certificate (i.e., the California High School Proficiency Examination (CHSPE) or the General Educational Development (GED).

Five (5) years of related office administrative and/or secretarial experience, which must have included providing office support to management staff and administering or coordinating office services operations.