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Administrative Associate 3

Company: Stanford Medicine
Location: Oakland
Posted on: June 24, 2022

Job Description:

Stanford University is one of the world's most renowned universities. Sitting in the heart of the San Francisco Bay Area among the valley's most progressive companies.

You will be working with an unparalleled leading-edge community of faculty and staff that are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas, the ability to make a difference and participate in human advancements. Our culture is fast-paced, energetic, and growing all of the time.

We offer a variety of benefits beyond traditional medical, dental, retirement, and savings options:

  • Events and program for children, sports camps, tuition options
  • World-class intellectual stimulation through learning and development classes, workshops, and onsite conferences from leading-edge speakers and faculty
  • Work/life and family-friendly policies and reimbursement
  • Participation in Stanford's social responsibility and sustainable programs for a better world
  • A vibrant university culture that values the uniqueness of each individual
    We are seeking candidates who are progressive thinkers, see challenges as simply problems to solve, and have the spirit and energy to change the world.

    About the Department of Pathology:

    The Department of Pathology is a founding department of the Stanford School of Medicine and one of the leading departments in the United States. Our preeminent faculty spans from emerging leaders to highly accomplished physicians and scientists, including a Nobel laureate and members of the National Academy. Our mission is to improve the diagnosis, treatment, and basic understanding of the human disease. This is done through discovery (research), education, and clinical care.

    About the Position

    The Department of Pathology at the School of Medicine at Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support under limited supervision with a can-do attitude and excellent communication skills in a diverse and dynamic work environment. In this role, you will be supporting three faculty members within their research environments including procurement, event calendaring, travel arrangement, grant proposals and progress reports, and routine financial support. You will serve as a liaison between the labs and department business office, central administration, vendors, collaborators (internal and external institutions). Having experience as a meeting planner across different time zones and being tech-savvy is a plus. You are highly organized; detail-oriented; and are able to multi-task. Regardless of your assignment, demonstrating strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills are expected. Part of your responsibility will include leading and educating other administrative staff or subordinates.

    As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy .

    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.
    • 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.
    • 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:
      • Experience in managing multiple calendars
      • Experience in Qgenda
      • Knowledge of bio-sketch
      • Team player
      • Ability to adapt and learn in a fast-paced environment
        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
          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:
            • Position requires working 100% on-site


              Additional Information
              • Schedule: Full-time
              • Job Code: 4103
              • Employee Status: Regular
              • Pay Grade: F
              • Requisition ID: 94998 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Keywords: Stanford Medicine, Oakland , Administrative Associate 3, Administration, Clerical , Oakland, California

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