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Administrative Associate 3

Company: Stanford Medicine
Location: Mount Hamilton
Posted on: May 11, 2022

Job Description:

This position will be based on the Stanford campus and is a hybrid of working on-site and working from home, subject to operational need.

Stanford University, one of Silicon Valley's largest and most unique institutions, is seeking an Administrative Associate 3 to provide complex and diversified administrative support to the 4 Vice-Chairs of the School of Medicine's Department of Surgery.

The Department of Surgery is a high-performing team of exceptional faculty and staff, committed to setting and achieving high goals. Reporting to the Director of Finance of Administration, the administrator will provide high-level operational support to the Vice-Chairs in a complex academic/clinical environment. This position requires an individual who can work independently and with minimal direction in performance of their duties. The AA must have an excellent command of the English language in order to independently compose and edit a variety of memos, letters, presentations and reports.

Within a dynamic environment and minimal supervision, the administrator will anticipate the needs of the faculty to proactively solve problems and/or independently handle issues. The ideal candidate will have strong business acumen, ability to multi-task, be extremely organized & detailed, self-motivated; team oriented, and must hold masterful communication skills that allow high-level interactions with a diverse academic and medical community.

For more information about the Department visit: http://surgery.stanford.edu/

Duties include:

  • 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 financial transactions/reimbursements.
    * - Other duties may also be assigned

    DESIRED QUALIFICATIONS:
    • Prior work experience at Stanford University and/or in higher education strongly preferred.
    • Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred.
    • Ability to independently compose and draft correspondence.
    • Excellent command / highly proficient in spoken and written English.
    • Must be flexible, dependable & able to handle multiple priorities with conflicting deadlines.

      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 (Microsoft PowerPoint and Word) 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:
          • 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 .

            As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit: https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

            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.

            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.

            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.

            Additional Information
            • Schedule: Full-time
            • Job Code: 4103
            • Employee Status: Regular
            • Pay Grade: F
            • Requisition ID: 94391 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Keywords: Stanford Medicine, Mountain View , Administrative Associate 3, Administration, Clerical , Mount Hamilton, California

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