Administrative Associate

California, United States
25 Jul 2019
End of advertisement period
25 Sep 2019
Contract Type
Full Time

Stanford University, Department of Anesthesiology, Pain, & Perioperative Medicine is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision.  

The Department of Anesthesiology, Pain, & Perioperative Medicine is an internationally recognized center for the delivery of anesthesia, pain management, and critical care services to adults at Stanford Health Care, and for children at the Lucile Packard Children’s Hospital at Stanford.  There are 180 faculty and 120 staff in the department, all contributing to the School of Medicine core mission to support research, education, and patient care.

This position will have responsibility for a wide-range of services including, but not limited to: supporting the Director of Finance and Administration’s calendar, compiling complex reports, creating budgets, processing faculty reimbursements, assist with planning courses/conferences and scheduling meetings (this includes catering, logistics, IT support, travel, and coordinating with vendors with minimal 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.
  • 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. Assist with the production of iGuide (this is an E-Book sent to residents and faculty annually), including review of new chapters, media, adding video, hyperlinks, and completing the table of contents.
  • Plan and schedule the 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. Will create RSS CME annual report: analyze MGMA survey data and identify compensation benchmarks.  
  • 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.

*Other duties may also be assigned

Desired Qualifications:

  • Bachelor’s degree and 3-5 years experience in office setting.
  • 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,

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 84056