The Department of Anesthesiology, Perioperative & Pain Medicine at Stanford University School of Medicine is seeking an Administrative Associate (AA) to provide administrative or operational support with limited supervision. The AA is responsible for developing the Pediatrics and the Pain Division OR master schedules. Incumbent will utilize scheduling software to accurately publish the monthly and weekly schedules for 70+ faculty in a timely manner. Ensure that all clinical assignments are covered each day with appropriate faculty resources while meeting faculty expectations for time away. Ensure that all faculty members meet their clinical commitments and report on faculty incentive hours and clinical credits earned. Communicate regularly with faculty about their scheduling preferences and needs. Work directly with the chief faculty schedulers to adjust for changing OR needs and assist them to fill OR slots by placing phone calls, sending emails, and paging doctors to find a replacement. Work with and collect monthly schedule needs from various Anesthesia specialty divisions to ensure all schedules are prepared timely and incorporated into the master schedule. Enter the On-call schedules onto the Page Operator’s web site every month, and update the page operator’s web site with any changes throughout the month. Responsible for posting copies of the schedule in the OR front office each week, and in the event of any major scheduling changes. Serve as the backup to the Anesthesia Adult Division OR scheduler by making changes on the Adult OR schedule, as needed.
Incumbent must be able to use diplomacy to meet departmental needs while supporting faculty needs and expectations. Uphold existing policies and procedures and use problem solving skills and resourcefulness to resolve complex and sensitive problems.
- 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.
- 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.
- 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.
- Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
- Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
- May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
- Two-year degree.
- A thorough understanding of OR scheduling in hospital setting and be very proficient with complicated scheduling and calendaring techniques for creating and maintaining the Adult Anesthesia OR schedule.
- Experience working in an academic setting with faculty members
- 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. Requires a demonstrated proficiency with Microsoft Word, Excel, and Outlook is required.
- 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. Must be able to use tact and good judgment.
- 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.
- 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
*Other duties may also be assigned
- Schedule: Full-time
- Employee Status: Regular
- Requisition ID: 82870