Administrative Associate/Fellowship Coordinator
The Department of Surgery, Division of Pediatric Surgery is seeking an Administrative Associate 3, Fellowship Coordinator, to administrative and operational support working under limited supervision. The Administrator will independently handle a multitude of responsibilities for faculty, including two directors and their clinical fellowship program.
The Administrator should be highly organized; extremely detail oriented and is an excellent multi-tasker. Additionally, the Administrator should be able to proactively solve problems and/or handle issues. Regardless of the task assigned, the Administrator will be expected to demonstrate excellent judgment, professional etiquette, and problem-solving skills. Excellent communications skills are required, as well as the ability to interact with faculty, trainees and administrative staff with ease.
Please visit the Pediatric Surgery site at https://pediatricsurgery.stanford.edu/
- 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.
- Provide administrative support to Program Directors including scheduling of student meetings, preparations of agenda, recording and maintain meeting minutes, and development of reports. Assist with planning annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
- 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.
* - Other duties may also be assigned
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
- 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.
- 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.
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Grade: F
- Department URL: http://surgery.stanford.edu/
- Requisition ID: 87530