Administrative Associate 3

Location
California, United States
Posted
Wednesday, 23 September 2020
End of advertisement period
Monday, 23 November 2020
Ref
87238
Contract Type
Permanent
Hours
Full Time

Developmental-Behavioral Pediatrics (DBP) at Stanford University is an interdisciplinary and collaborative team of healthcare leaders who provide compassionate, family-centered care to children and who engage in innovative research and training [http://dbpeds.stanford.edu/]. We are seeking an experienced senior administrator (Administrative Associate 3) to assist in supporting our division Chief and team of 13 faculty plus students/staff by driving administrative excellence through partnership in support of DBP’s mission and programs.

Duties include:

  • Act on behalf of the Division Manager, or Division Chief in regards to establishing priorities and identifying and resolving problems that are administrative in nature; planning and prioritizing administrative work to ensure the division operations run smoothly, including proactive risk mitigation and problem solving; will serve as an expert in Stanford administrative policies and procedures
  • Support the Division Chief in preparing presentations, grant and other documents as well as maintain minutes and monitor action items from faculty and DBP Exec meetings; take ownership of maintaining Division website and updates using Adobe Experience Manager, including monitoring the synchronization of the DBP university and hospital sites. Orchestrate and publish quarterly DBP newsletters, as well as work with the Division Chief to develop external marketing materials including an annual report.  Develop/implement a user-friendly system for maintaining division documents and resources online.
  • Provide research administration pre-award support to the Chief/faculty, including coordination of proposal documents in accordance with internal/ external grant deadlines using SeRA and eRA Commons; Develop systems to collect NIRS and other reported data, and monitor the preparation of the NIRS report.
  • Plan, coordinate and oversee the move of DBP division to new offices, including liaising with the pediatrics and site facilities teams and ordering and organizing furniture/equipment/supplies. 
  • 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.
  • Manage the maintenance of Division calendars, and produce a monthly summary clinical calendar; and support faculty as needed including procurement and arrange travel in compliance with DBP and university policies.
  • Oversee and/or process complex financial transactions; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Work with the AA2 in prioritizing and scheduling administrative responsibilities, setting appropriate deadlines, and being a resource as needed.

 * - Other duties may also be assigned

DESCRIPTION:  Developmental-Behavioral Pediatrics (DBP) at Stanford University is an interdisciplinary and collaborative team of healthcare leaders who provide compassionate, family-centered care to children and who engage in innovative research and training [http://dbpeds.stanford.edu/]. We are seeking an experienced senior administrator (Administrative Associate 3) to assist in supporting our Division Chief and team of 13 faculty plus students/staff by driving administrative excellence through partnership in support of DBP’s mission and programs.

DESIRED QUALIFICATIONS:

  • Demonstrated success in an administrative role (at least 2 years)
  • Proactive self-starter with a “can-do” attitude
  • Resilient and resourceful in adapting to new tasks and changing circumstances.
  • Continuous improvement mindset and desire to leverage/learn new tools/technology
  • Experience and knowledge of Stanford’s systems and policies preferred.
  • Bachelor’s degree in Health or Business Administration, or related degree and 4-5 years of administrative experience
  • Research administration (pre award) experience

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, email applications, web management (Adobe Experience Manager), and virtual meeting technologies (including Zoom).
  • 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

CERTIFICATIONS & LICENSES:

None

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.

  • 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.

Additional Information

  • Schedule: Full-time
  • Job Code: 4103
  • Employee Status: Regular
  • Grade: F
  • Department URL: http://pediatrics.stanford.edu/
  • Requisition ID: 87238

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