Administrative Associate

Location
California, United States
Posted
14 Nov 2018
End of advertisement period
14 Jan 2019
Ref
81151
Contract Type
Permanent
Hours
Full Time

The Cardiovascular Institute is seeking an Administrative Associate 3 to provide administrative and operational support with limited supervision.

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.
  • Perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, assist with the production and distribution of materials, logistics, and processing event expenses to be paid and cleared through correct accounts.
  • Escort visitors and speakers throughout the day around campus.
  • Draft documents and correspondence for presentations, conferences, seminars, and final reports; perform editing and fact checking. Modify, and/or ensure accuracy of content in various documents, displays, reports, brochures, social media, and/or websites.
  • Assist as needed to plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process a variety of complex financial transactions; compile and submit Pcard and Tcard transactions as well as reimbursements. Research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

* - Other duties may also be assigned.

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:

  • 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.