Administrative Associate

Location
California, United States
Posted
14 Jan 2019
End of advertisement period
14 Mar 2019
Ref
81697
Contract Type
Permanent
Hours
Full Time

The Department of Medicine is looking for a full-time, benefits-eligible floating Administrative Associate (Administrative Associate 2). As a floating Administrative Associate this position will provide a variety of administrative support to divisions throughout the Department of Medicine. The length of each “float” assignment will vary depending on the needs of the specific work group. Our hire will have the opportunity to learn more about the programs and research supported by the Department of Medicine and as positions open up, have the opportunity to apply for a position in the division that best supports her/his personal and professional interests. The Floating Administrator will preferably have some administrative associate experience in a highly professional setting and the ability to work independently and in a team environment wearing many different hats. The position will function as a part of a Central Office team reporting to the Director of Administration. The Stanford Department of Medicine is committed to setting the highest standards for patient care, ground-breaking biomedical research, professional education, teaching, and training. We are devoted to advancing the science of medicine by developing new methods to prevent, diagnose, and treat all aspects of human disease and strive to provide compassionate and pioneering health care.

To view Stanford Universities benefits visit: https://cardinalatwork.stanford.edu/benefits-rewards 

Duties include:

  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment.
  • Other duties may also be assigned.
  • In order to be considered for this position, please attach both a cover letter and a resume to the application. The cover letter should include position number and three examples of work-related experiences that demonstrate skills required for this position.

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task. 

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.