Administrative Assistant

Location
California, United States
Posted
12 Feb 2019
End of advertisement period
12 Apr 2019
Ref
81983
Contract Type
Permanent
Hours
Full Time

JCC: 4101

Grade: D

The Department of Ophthalmology at Stanford University is seeking an Administrative Associate 1 to provide administrative and operational support for the department. The ideal candidate will be highly organized, self-motivated, customer-oriented and able to adapt to different working styles and needs. The successful candidate will also have excellent verbal and written communication skills, pay close attention to detail, will be resourceful, dependable, and a flexible team player with strong follow-up skills, and a positive “can do” attitude. For more information, please visit: http://ophthalmology.stanford.edu/

Duties include: 

  • Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
  • Disseminate routine communications such as memos, notices, emails, and letters.
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets, making copies, and monitoring and ordering of office supplies.
  • Track facility and/or office equipment, such as keys, vehicles, and projectors, via logs, and schedule repairs as needed.
  • Review invoices for accuracy, and initiate purchase requisitions.
  • Arrange meetings and assist with routine conferences including scheduling rooms, managing equipment, ordering meals and assembling materials.
  • May make travel arrangements as directed in compliance with unit, university, and sponsor policies.
  • Create and maintain files and filing systems.
  • Setup office spaces and/or support coordination of basic office moves.
  • May provide guidance to temporary and student employees on routine matters.
  •  Other duties may also be assigned

DESIRED QUALIFICATIONS:

1-2 years’ minimum experience in an office setting

EDUCATION & EXPERIENCE (REQUIRED): 

  • High school diploma or equivalent.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED): 

  • Basic computer skills and demonstrated experience with office software and email applications.
  • Ability to follow through and complete assigned tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.

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.