Administrative Associate 2

Location
California, United States
Posted
10 Jun 2019
End of advertisement period
10 Aug 2019
Ref
83425
Contract Type
Permanent
Hours
Full Time

Are you interested in being part of a dynamic team that is growing? Do you like to learn new things and be part of a group looking for solutions? Then please apply for our open Administrator II position!

The Department of Emergency Medicine is seeking an Administrative Associate II to provide administrative and operational support working under general supervision. The Associate will independently handle a multitude of responsibilities for faculty and department leadership for both Research and Pediatric Emergency Medicine.

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; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Assist in the preparation of routine proposals within parameters of sponsored and non-sponsored research guidelines. Coordinate and communicate submission process, both paper and electronic; review documents for completeness and compliance.
  • May assist with facilitating patient chart completion.

* - Other duties may also be assigned

EDUCATION & EXPERIENCE (REQUIRED):

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

DESIRED QUALIFICATIONS:

  • Must be able work under pressure with frequent interruptions in a fast paced environment that has constantly shifting priorities and deadlines.
  • Academic/medical experience desired, preferably at Stanford.

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.

Additional Information

  • Schedule: Full-time
  • Job Code: 4102
  • Employee Status: Regular
  • Grade: E

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