Administrative Associate

Location
California, United States
Posted
08 Oct 2020
End of advertisement period
07 Dec 2020
Ref
87392
Contract Type
Permanent
Hours
Full Time

At Stanford University School of Medicine, the work we do touches lives today and tomorrow.  Through education, research, and patient care, the School of Medicine improves health through leadership, diversity, collaborative discoveries, and innovation.  Whether working in departments with faculty, or in units that support the school, our staff are drawn from people with a variety of background and life experiences to create teams that propel us on our journey toward the future of medicine and Precision Health. 

The Operations Office of the Senior Associate Dean of Research is seeking an Administrative Associate to join their team.  Reporting to the Executive Director, the Administrative Associate will provide diversified administrative support in a dynamic work environment.  The Administrative Associate should be highly organized, detail oriented, and able to multi-task with ease.  Anticipating the needs of the Executive Director, the AA will proactively problem solve and provide strong customer services.  Regardless of task, exceptional analytical and problem-solving skills with a commitment to continuous improvement, are necessary.

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.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

  • Experience in an academic and/or research environment
  • Knowledge of University policies, procedures and systems

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 Microsoft Office software including Word, PowerPoint and Excel as well as email applications and other remote engagement tools such as Zoom.
  • 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
  • Requisition ID: 87392

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