Office Manager - President/CEO and COO (1.0 FTE, Days)
1.0 FTE, 8 hour Day Shift
At Stanford Children’s Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled Lucile Packard Children's Hospital Stanford. And it's why we need caring, committed people on our team - like you. Join us on our mission to heal humanity, one child and family at a time.
This paragraph summarizes the general nature, level, and purpose of the job.
The Office Manager – President/CEO and COO provides comprehensive administrative support and manages office operations for the President/CEO and COO, Board of Directors, and Senior Executives at Lucile Packard Children’s Hospital Stanford. Serves as the primary point of contact for all internal and external stakeholders on all matter pertaining to the President/CEO and COO. Clearly communicates information and manages information flow, ensuring Senior Executives are up to date on critical information.
The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may also perform other duties as assigned.
Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.
Must perform all duties and responsibilities in accordance with the hospital’s policies and procedures, including its Service Standards and its Code of Conduct.
- Serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the President/CEO and COO, including those of a highly confidential or critical nature. Prioritizes and determines appropriate course of action, referral, or response, exercising judgement to reflect President/CEO and COO’s style and organization’s policy.
- Provides calendar management for the President/CEO, COO, and other Senior Executives. Prioritizes inquiries and requests while troubleshooting conflicts. Make judgements and recommendations to ensure smooth day-to-day engagements.
- Responsible for the analysis and creation of materials for key meetings. Develops agendas, communications, and related meeting materials. Collaborates with Corporate Secretary to support board committee and sessions.
- Responsible for creating and maintaining databases. Researches, benchmarks, and analyzes data and creates complex documents, reports, and presentations supporting special projects and executive-level presentations.
- Works closely with leadership and executive management teams across Stanford Medicine. Collects and prepares information for meetings. Composes and prepares correspondence as needed.
- Creates agendas and takes/transcribes minutes in a manner that accurately document the meeting content. Coordinates and manages staff meetings which should include operational priorities and proactively prepare internal meeting materials presentations.
- Formulates and administers assigned budgets. Effectively utilizes all resources and pursues creative solutions to reduce cost and improve service levels. Reviews invoices to ensure that items are correct in description, quantity, unit price, and total price.
- Oversees and manages administrative staff, which includes hiring, training, and development of personnel. Defines job roles/performance expectations for administrative staff. Evaluates individual and team competencies and implements action plans to improve skills and achieve high levels of performance.
- Establishes and communicates expectations, provides feedback, and manages aspects of performance, including annual performance. Consults with senior manager for input as well as considering and addressing feedback.
Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.
- Education: High school diploma or GED equivalent.
- Experience: Five (5) years of progressively responsible, directly related work experience.
- License/Certification: None required.
Knowledge, Skills, & Abilities
These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification.
- Knowledge of basic computer skills: MS Office (Word, Excel, PowerPoint, and Outlook).
- Knowledge of computer systems and software used in functional area.
- Knowledge of office procedures, equipment, and filing systems.
- Ability to function effectively as a team player.
- Ability to provide leadership and influence others.
- Ability to communicate effectively, both orally and in writing, to leaders across Stanford Medicine.
- Ability to quickly learn department policies, procedures, goals, and services.
- Ability to adjust communications to fit the needs and level of understanding of the receiver.
- Ability to speak, read, write, and understand effectively at a level appropriate for the job.
- Ability to field phone calls and answer questions.
- Ability to multi-task and to change priorities regularly.
- Skills: Time management.
- Skills: Critical/Analytical thinking
The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.
Equal Opportunity Employer