Administrative / Academic Associate

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Stanford University School of Medicine in Palo Alto seeks an Administrative Associate II to provide administrative/operational support within the Department of Otolaryngology – Head & Neck Surgery. This onsite, 1.0 FTE role offers exposure to a world-class academic medical environment and collaboration with faculty, staff, and learners.

The successful candidate will manage calendars, communications, travel, events, and basic financial tasks, while upholding Stanford policies and contributing to

Qualifications

• Four-Year College Degree or equivalent.
• Administrative experience within an academic setting.
• Proven ability to work productively, collegially, and diplomatically in an academic environment with a diverse and international group of individuals.
• Exemplifies positive energy and enthusiastic team player in a fast-paced environment.
• Familiarity with Stanford University policies, procedures, and Oracle Financials.

Responsibilities

• 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, 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.

Skills

Administrative experience

Organizational skills

Communication skills

Customer service

Multitasking

Team player

Policy familiarity

Education

Four-Year College Degree

Tools

Oracle Financials

Job description

Job Description

Join Stanford University as an Administrative Associate II in the Prestigious School of Medicine!

Are you ready to be a part of one of Silicon Valley’s most iconic institutions? Stanford University is searching for an exceptional Administrative Associate (1.0 FTE / Onsite Only) to join the vibrant Department of Otolaryngology – Head & Neck Surgery (OHNS) within the renowned School of Medicine.

Stanford University School of Medicine – recognized for quality patient care, academics, research, and innovation – seeks an Administrative Associate 2 to provide administrative/operational support working under general supervision within the general clinical and basic science landscape of the Department of Otolaryngology Head & Neck Surgery.

The Administrative Associate will establish effective work processes and systems to achieve the strategic as well as tactical goals of the supporting Faculty and Programs. In addition, the Administrative Associate will have versatility and may deploy to support other Divisions within the Department, as necessary. This is a fantastic opportunity to work in a dynamic environment while contributing to every aspect of this world-changing enterprise.

If you are a proactive, detail-oriented professional with a passion for supporting academic and medical excellence, we want to hear from you!

Stanford Otolaryngology – Head & Neck Surgery (OHNS) has a warm and collegial culture among our community of Faculty, Residents, Fellows/Instructors, Researchers, and Administrative Staff.

Additional Duties

• Assist with administrative team overflows
• Provide Departmental Administrative Projects/Services as necessary
• Provide Administrative Research Lab Services, as necessary

Desired Qualifications

• Four-Year College Degree
• Administrative experience within an academic setting.
• Proven ability to work productively, collegially, and diplomatically in an academic environment with a diverse and international group of individuals.
• Exemplifies positive energy and enthusiastic team player in a fast-paced environment and demonstrated ability to learn
• Familiarity with Stanford University policies, procedures, and Oracle Financials

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 .

Core Duties

• 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, 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.

Minimum Education And Experience

High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills And Abilities

• 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.