Leadership Search Program Coordinator Stanford University United States

Leadership Search Program Coordinator

🔍 School of Medicine, California, United States

Project Management

Job Code: 2392

Job Grade: H

Stanford University School of Medicine, located in the heart of Silicon Valley, was founded in 1858 with a mission to be the premier research-intensive medical school that improves health through leadership, diversity, and a collaborative approach to discovery and innovation in patient care, education, and research.


The Stanford Medicine Dean’s Office seeks an experienced Leadership Search Program Coordinator to manage activities in the development and execution of Stanford Medicine leadership search initiatives, both research and clinical in nature, from project initiation to completion, with limited guidance. Reporting to the Director of Strategic Initiatives, Leadership, the Leadership Search Program Coordinator will assist the Dean and Vice Dean of the School of Medicine, and their appointed search committees, with the search and recruitment of senior academic leadership, a critical component in the future development of the School, through the systematic execution of a rigorous search process.


Duties include:

• Reporting to the Director of Strategic Initiatives, responsible for the coordination and administrative aspects of 2-3 concurrent senior faculty / Department Chair leadership searches each year. Primary responsibilities include developing schedules and materials for search committee activities, candidate visits, external reviews and stakeholder consults, collaborating with key Dean’s Suite, industry, and hospitals stakeholders.

• Working with the Director of Strategic Initiatives, manage a program of outreach activities to identify potential sources of nominations and seek out prospective candidates across the US academic medicine community, in compliance with University guidelines and policy. Disseminate outreach communications; identify and negotiate with journal publishers to place timely and appropriate advertising of senior faculty roles for appointment.

• Maintain and update databases of application materials of prospective candidates, compile reports and communications based on these materials for search committee and senior leadership.

• Manage and schedule a significant volume of high-level meetings and activities involving a large number of complex, intense and often conflicting schedules, involving many disparate entities. Work with senior administrative staff across Stanford Medicine to schedule and organize meetings, full day events and large group sessions, with minimal supervision. Anticipate problems and conflicts, proactively identify solutions.

• Compose, draft, edit and proof read documents and correspondence for presentations, communications, itineraries, complex and multiple agendas, and reports, with utmost attention to detail and accuracy. Provide meeting agendas and reminders, schedules and follow up. Communicate with search committee, faculty, candidates and Stanford Medicine executive leadership via email and in person.

• Manage complex interview activities on behalf of Stanford leadership, meeting and greeting candidates, orchestrating complex logistics, and coordinating additional support staff, throughout an intensive and confidential on- and offsite interview process. This will include, but is not limited to, arranging venues, accommodation, transportation and catering; coordinating logistics and monitor costs for meetings and events varying in size and complexity, both on and off campus; making recommendations in the selection and scheduling of venues, rooms and equipment; and attending meetings as necessary (some in evenings and on Saturdays), setting up any equipment, distributing materials, and/or coordinating and escorting candidates, both on campus and at external venues. Take responsibility for all logistics of events as they occur.

• Participate in the development of budgets. Monitor and manage the budgets as a whole and within line items. Review, evaluate, approve, and monitor cost schedules.

• Develop Qualtrics survey questionnaires, create confidential reports for the Dean and Vice Dean to survey faculty and other constituents and make recommendations to achieve the goals of the leadership search program.

* - Other duties may also be assigned


About Stanford University School of Medicine
With more than 2,300 faculty, each providing a unique mix of research, education, and patient care effort, organized in 30 academic departments and 16 interdisciplinary institutes and centers, supported by more than 3,900 staff, educating 3,000 students, postdoctoral fellows, clinical residents/fellows, and trainees, and collectively generating about $2.6B in revenues, the School of Medicine is Stanford’s largest school and truly a complex organization.


Holistically, the School of Medicine is rooted in an inclusive culture of excellence and diversity that values innovation, collaboration, and life-long learning. To foster the talents and aspirations of staff, Stanford offers career development programs, competitive pay that keeps pace with market trends, and benefits that increase financial stability and promote healthy, fulfilling lives.




Experience in management of projects, including project planning, scheduling, and tracking.
• Proven ability to establish and maintain effective working relationships with a variety of internal and external constituents.
• Excellent planning and organizational skills. Detail oriented. Able to keep track of, and ensure, the execution of various events, activities, and needs.
• Willingness to take on a range of activities – administrative duties, to event/visit coordination, to management.
• Excellent communication skills and strong interpersonal skills. Able to solve problems, think creatively and resolve conflicts.
• Expert analytical and problem solving skills.
• Comfort with change, ambiguity, and institutional evolution in a fast paced environment.
• Demonstrated resilience, diplomacy influence, relationship building, and problem solving skills in a variety of situations.


Bachelor's degree in a related field and three years of relevant experience, or combination of education and relevant experience.


• Polished written and oral communication skills to address a wide variety of audiences.
• Ability to productively contribute to cross-functional teams.
• Demonstrated ability to prioritize own work and multi-task.
• Demonstrated excellent organizational skills.
• Demonstrated ability to take initiative and ownership of projects.
• Flexibility and ability to adapt to changing priorities and deal with ambiguity.


• Constantly perform desk-based computer tasks. Occasionally use a telephone.
• Frequently stand/walk, sitting, grasp lightly/fine manipulation, write by hand, twist/bend/stoop/squat.
• Rarely lift/carry/push/pull objects that weigh 11-20 pounds.


* - 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.


• Occasional evening and weekend hours; approx. 6 to 8 half- to full-day Saturday activities a year in managing off-campus interview sessions.


• When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
• 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.

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