Research Office and Support Specialist, Emergency Medicine

Location: Stanford campus (Hybrid – on-site and work from home)

Job Summary:

Are you passionate about making a positive impact on the lives of others? As a Research Office and Support Specialist in Emergency Medicine, you will play a vital role in ensuring our departments operate smoothly and efficiently. With your focused mindset and adeptness with technology, you’ll provide invaluable support to those who are pushing the boundaries of medicine and advancing healthcare. Join our team and make a meaningful impact on the world around us. We’re better with you.

Key Responsibilities:

• Act on behalf of the supervisor in establishing priorities and identifying and resolving administrative problems.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging services with vendors, overseeing production and distribution of materials, administering logistics, and managing events within budget for faculty and administrative leadership.
• Manage hybrid shared office workspace and conference rooms for Emergency Medicine faculty, trainees, and staff.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact-checking. Create, maintain, modify, and ensure the accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Provide administrative support to research faculty leaders and select departmental programs and meetings, including planning and scheduling calendar appointments with limited consultation, resolving calendar conflicts, arranging travel in compliance with unit, university, and sponsor policies, and preparing materials before, during, and after research group meetings.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Ensure planned work is completed on time and that faculty research leadership and administrative management staff have adequate administrative support for projects.
• Independently handle multiple tasks to support departmental research efforts, including special projects.

Desired Qualifications:

• Exhibit excellent time management skills and the ability to set priorities.
• Comfortable multitasking with desk and interpersonal work.
• Expertly navigate complex meeting scheduling.
• Strong experience with office management and high-level administrative support.
• Communicate well with the administrative leader overseeing all Emergency Medicine Offices.
• Prepared to share ideas and methods to support growth in the research administrative group and faculty researchers.
• Develop proficiency with REDCap, Smartsheets, and Tableau.

Education & Experience (Required):

• High school diploma and four years of administrative experience, or a combination of education and relevant experience.

Knowledge, Skills, and Abilities (Required):

• Advanced computer skills and demonstrated experience with office software and email applications.
• Proficient in MS Office programs, including Excel, Outlook, Word, and PowerPoint.
• Demonstrated success in following through and completing projects.
• High level of professionalism in communication, appearance, and work ethic.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others (as needed).
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

Physical Requirements:

• Constantly perform desk-based computer tasks.
• Frequently sit.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

*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 their job.

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.

Compensation: The expected pay range for this position is $33.17 to $43.75 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 at stanfordelr@stanford.edu. For all other inquiries, please submit 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.