Administrative Assistant

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 55,000 - 70,000; Full time

Job summary

Stanford Children's Hospital seeks an Administrative Associate 2 to provide comprehensive support to the Pediatric Radiology program. The role emphasizes organization, detail, and reliable service in a fast-paced environment.

The position involves scheduling, travel coordination, document production, and assisting with departmental operations; you will interact with staff and external partners to ensure smooth workflows and high-quality patient care.

Qualifications

• Proficient computer skills and demonstrated experience with office software and email applications.
• 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.

Responsibilities

• Respond to inquiries and determine appropriate action.
• Schedule, organize, and operate conferences, seminars, and events; coordinate logistics with vendors.
• Draft and disseminate routine communications and materials for the department.
• Plan and schedule calendars and arrange travel in compliance with policies.
• Process routine financial transactions and track reimbursements.
• Maintain office supplies and coordinate office moves and facilities needs.
• Possibly assist with HR transactional support and supervise student or contingent staff.

Skills

Proficient computer skills

Office software

Attention to detail

Verbal and written communication

Customer service and interpersonal

Education

High school diploma

Tools

Microsoft 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.

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.
Pediatric Radiology at Stanford Children's Hospital offers a comprehensive program that is committed to improving the health of children through the application of state-of-the- art technology. Fellowship trained pediatric radiologists and a professional staff knowledgeable in delivering high quality pediatric care provide imaging services in a child-friendly environment.
We seek a highly organized and detail and results oriented Administrative Associate 2 to provide administrative or operational support working under general supervision in a onsite work environment.

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.