Administrative Associate

Location
California, United States
Posted
10 Aug 2019
End of advertisement period
10 Oct 2019
Ref
84280
Contract Type
Permanent
Hours
Full Time

The Department of Pediatrics, Division of Endocrinology is seeking an Administrative Associate 2 to provide administrative and operational support working under general supervision.

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.
•    Maintain approved content on websites.
•    May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
•    May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness. 

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

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. 

CERTIFICATIONS & LICENSES:

None

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.

WORKING CONDITIONS:

•    General office environment.
•    Will require travel to/from locations across campus.

Additional Information

Schedule: Full-time
Job Code: 4102
Employee Status: Regular
Grade: E
Department URL: http://pediatrics.stanford.edu/
Requisition ID: 84280