Stanford University School of Medicine  recognized for quality patient care, academics, research, and innovation – seeks an Administrative Associate 3 (AA3) in the Department of Anesthesia, Pain & Perioperative Medicine, Division of Research.  The primary role of this position is to support the Director of Cardiothoracic Anesthesia Strategic Initiatives and Operations. The goal of the initiative is to strengthen the Cardiothoracic Anesthesia Division.  Areas of focus assessment of the culture, faculty wellness, mentorship for junior faculty, and promoting research within the division.  The AA3 will support the Director in his/her leadership role and provide assistance that will be key to the success of the Strategic Initiatives.  This position also includes administrative support to Research Division faculty/labs.  

This AA3 position is a two-year fixed-term position and is located at the School of Medicine, 300 Pasteur Drive, Palo Alto, CA.

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. The incumbent will collaborate with other executive level admins in the office of the hospital CEO and Dean of Medical School.  Attend high level meetings, assist in identifying best practices and addressing issues within the Cardiac Anesthesia Group (related to efficiency and job satisfaction).
• 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. Independently prioritize, plan, coordinate and/or oversee logistics and meetings with individuals including executive and senior level staff
• 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. 
• Create complex reports and spreadsheets, which may utilize specialized software and systems. Independently create reports to support the strategic initiative after reviewing EPIC (PHI and clinical hours per attending faculty); use EPIC data to track quality improvement, track number of minutes/hours an attending is logging, and create efficiency reports. Reports include plotting data points, graphs, and initial analysis of data.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. 

* - Other duties may also be assigned

Desired Qualification:

• Four year college degree
• Experience in an academic setting
• Intermediate to advanced experience with Excel using spreadsheets, pivot tables, and creating reports
• Experience with EPIC medical records system and running reports
• 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 Requirement*:

• 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.

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Fixed-Term
Grade: F
Requisition ID: 85569