Description:

HYBRID: On site Mondays and Wednesdays

Organized, detail-oriented, dynamic, and tech-savvy individuals interested in working in a fast-paced, collegial, impact-oriented team are encouraged to apply. The position reports to the Center's Executive Director and is hybrid with 2-3 days on-site in Palo Alto.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• 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/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• 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.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• Provide executive-level administrative support to the Center for Innovation in Global Health's Executive Director, and Center-wide administrative and operations support.
• Lead the administration of CIGH's three Global Health Fellowship programs.
• * - Other duties may also be assigned

Requirements:
DESIRED QUALIFICATIONS:

• Experience working in global programs and with global constituencies and visitors.
• Events planning experience – virtual and in-person.
• Strong financial and expenses experience.
• Strong proficiency with all Microsoft Office products, especially Outlook, PowerPoint, and Google Docs.
• Ability to be highly flexible, proactive and organized.
• Knowledge of global health equity – or a strong interest in learning.
• Bachelor's degree highly preferred.

EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• 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.
• 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 sitting.
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 his or her job.

WORK STANDARDS (from JDL)
Interpersonal Skills: Demonstrates the ability to work well with university 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 person

Job Types: Full-time, Part-time

Pay: Up to $35.00 per hour

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• Monday-Wednesday: Onsite (Palo Alto) then the rest remote job.
• You are kindly requested to complete an assessment form. To expedite the application process, please email me at ssantos@jobility.com with the subject line: Events Program Coordinator, and attach your updated and detailed resume.

Education:

• High school or equivalent (Preferred)

Experience:

• Executive administrative Assistant: 4 years (Required)
• Events Management: 4 years (Required)

Ability to Commute:

• Stanford, CA 94305 (Preferred)

Work Location: In person