Administrative Assistant

School of Medicine; Palo Alto (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Stanford University’s Department of Radiology is seeking an Administrative Associate 2 to provide essential administrative and operational support under general supervision. The role involves calendar management, event coordination, and document preparation in a fast-paced academic environment.

Core duties include responding to inquiries, coordinating conferences and travel, processing routine finances, and maintaining content on departmental websites.

Qualifications

• High school diploma and 3 years of administrative experience or equivalent mix of education and experience.
• Ability to handle routine tasks and follow through on assigned work.
• Strong organizational and written/verbal communication skills.
• Proficiency with standard office software and email applications.

Responsibilities

• Respond to inquiries and take appropriate action as required.
• Schedule, organize, and operate conferences, seminars, and events, including coordinating vendors.
• Draft and disseminate routine communications and documents such as presentations, handouts, proposals, brochures, and displays.
• Plan and schedule calendars, resolve conflicts, and arrange travel in compliance with policies.
• Process routine financial transactions and monitor expenditures.
• Maintain office supplies and equipment; coordinate office moves and vendor quotations.
• Serve as a point of contact for maintenance, health and safety concerns; report safety issues and track training.
• Maintain approved content on websites.
• May provide HR transactional support (time cards, I-9s) and faculty affairs support.
• Mentor student or contingent staff and assist with workload prioritization.

Skills

Office software

Communication skills

Organizational skills

Customer service

Education

High school diploma

Tools

MS Office

Job description

Job Description

The Department of Radiology’s core values are based on professionalism, integrity, personal responsibility, and service. Our culture promotes, recognizes, and values the role of staff as partners in an environment that attracts and fosters the highest quality staff.

Stanford University is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision.

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 .

Responsibilities

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.