Administrative Su

Job Title: Administrative Supervisor

Job Description

Assist the Director in supporting the daily operations of Facilities, Infrastructure & Safety. Supervise and provide direction to the Operations Team of Program/Project Coordinators and Administrative Assistants to ensure operational excellence and excellent customer service.

Responsibilities

• Address operational issues and concerns through cross-functional problem solving utilizing LEAN methodologies.
• Educate and drive competency across the operations team on best practices, company policies, and service standards.
• Maintain operational standards and provide leadership around standard work and processes to drive accountability across the Operations Team.
• Continuously evaluate operational procedures and implement improvements to align with Stanford Health Care.
• Assist in interviewing, recruiting, training, performance evaluation, promotion, and termination activities.
• Maintain a clean, safe, and organized office space, including standard office supplies.
• Independently manage small scale projects including planning, development of project schedule, tracking of action items, and escalations.
• Provide highly reliable, confidential, and sensitive administrative support to the Executive Director of Facilities, Infrastructure & Safety by maintaining calendar, triaging incoming calls/correspondence, and prioritizing requests.
• Ensure strong relationships and reliable service with all stakeholders through effective interactions and communication.
• Support initiatives and programs in terms of organization, documentation, and logistic coordination of key assignments.
• Maintain accurate records and directory for the business unit and all staff.
• Utilize strong organizational skills to manage multiple tasks and rapidly changing priorities.
• Coordinate standard business unit meetings and events including scheduling, logistics, coordinating audio/visual needs and handouts, ordering food, and communicating with staff.
• Maintain the confidentiality of the business unit at all times both inside and outside the workplace.
• Provide leadership necessary to maintain a motivated, productive, and highly skilled team through open communication and collaboration.

Essential Skills

• Proficiency in PowerPoint, Excel (including pivot tables), and Microsoft Office Suite.
• Project management skills, with training in Lean Six Sigma or Waterfall methodologies.
• Experience with calendar management, content creation and management, and office management.
• Staff development and standard operating procedure adherence.
• Familiarity with Smartsheet, Power BI, and SharePoint.
• Executive support and healthcare experience.
• Ability to manage 3-4 Project Coordinators.
• Facilitation of Director, Sr. Director, Executive Director, and VP level meetings.
• Leadership and people management skills.
• Advanced computer skills.
• Knowledge of incident management practices.
• Strong interpersonal and communication skills, both oral and written.
• Ability to work under pressure and handle multiple priorities.
• Problem-solving skills, both individually and collaboratively.
• Leadership skills with the ability to lead and exercise strong interpersonal skills.
• Ability to interact effectively and professionally with individuals at all levels, both internal and external.

Additional Skills & Qualifications

• Bachelor's degree with 5 years of experience or 9 years of work experience.
• Knowledge of LEAN methodologies and the ability to apply them.
• Ability to make assignments and share decision-making with team members as appropriate.
• Knowledge of principles and practices of organization, administration, fiscal, and personnel management.

Work Environment

Newark, Menlo Park, Redwood City

Pay and Benefits

The pay range for this position is $51.15 - $55.00
•Medical, dental & vision
•Critical Illness, Accident, and Hospital
•401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
•Life Insurance (Voluntary Life & AD&D for the employee and dependents)
•Short and long-term disability
•Health Spending Account (HSA)
•Transportation benefits
•Employee Assistance Program
•Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Menlo Park,CA.

Application Deadline

This position will be accepting applications until Dec 10, 2024.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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