Administrative Associate

Saicon; Palo Alto (CA); Ibrido; USD 50.000 - 70.000; Tempo pieno

Descrizione del lavoro

Saicon is seeking an Administrative Associate 3 to support the Division of Cardiovascular Medicine. The role focuses on enabling world-renowned cardiologists, managing daily operations, and contributing to research and patient care initiatives.

You will collaborate with physicians, researchers, and administrative staff in a hybrid work environment, handling scheduling, communications, and project tasks to drive department success.

Competenze

• Experience supporting senior staff and academics.
• Strong organizational and multitasking skills.
• Ability to manage calendars, meetings, and travel.
• Excellent written and verbal communication.

Mansioni

• Coordinate scheduling of complex conferences, seminars, and events.
• Draft documents, correspondence, and reports; edit for accuracy.
• Prepare and reconcile budget statements; manage financial transactions.
• Plan calendars and travel; create reports and spreadsheets.
• Support departmental operations and respond to inquiries.

Conoscenze

Administrative support

Calendar management

Budgeting

Event planning

Communication

Formazione

Bachelor’s degree preferred

Strumenti

Microsoft Office

Descrizione del lavoro

• The Division of Cardiovascular Medicine is seeking an experienced Administrative Professional to join our dynamic team as an Administrative Associate 3. Within this role you will play a key part in supporting world-renowned cardiologists, daily operations of our Division, and contribute to the success of our research and patient care initiatives.
• In this role, you will have opportunities to collaborate and work with diverse cardiovascular medicine professionals, including physicians, researchers, and administrative staff, who have a strong sense of teamwork and innovation.
• This role will support 4-5 CVMed clinical and research faculty, the Section Chief of Preventive Cardiology, and the CVMed Management Team. Other administrative duties will include triage phone calls for physicians on a limited basis and direct calls to appropriate support staff. Respond to phone and email inquiries of the research team and staff. This position offers exceptional career growth opportunities, allowing you to strengthen your Administrative skills and knowledge in cardiovascular medicine.
• You can take on additional responsibilities and participate in professional development programs to enhance your career. Our team members experience a unique blend of administrative support, project management, and collaboration with leading experts in Cardiovascular Medicine.
• By joining our team, you will significantly advance healthcare and improve patient outcomes through your contributions. We are a division that cares about working together to celebrate employee success.
• This position is a hybrid role. If you are someone who thrives in an evolving fast-paced environment, enjoys learning, has a can-do attitude, proactive, organized and knows how to successfully lead projects start to finish we would like to hear from you!

JOB DESCRIPTION:

• The Division of Cardiovascular Medicine is seeking an experienced Administrative Professional to join our dynamic team as an Administrative Associate 3. Within this role you will play a key part in supporting world-renowned cardiologists, daily operations of our Division, and contribute to the success of our research and patient care initiatives.
• In this role, you will have opportunities to collaborate and work with diverse cardiovascular medicine professionals, including physicians, researchers, and administrative staff, who have a strong sense of teamwork and innovation.
• This role will support 4-5 CVMed clinical and research faculty, the Section Chief of Preventive Cardiology, and the CVMed Management Team. Other administrative duties will include triage phone calls for physicians on a limited basis and direct calls to appropriate support staff. Respond to phone and email inquiries of the research team and staff. This position offers exceptional career growth opportunities, allowing you to strengthen your Administrative skills and knowledge in cardiovascular medicine.
• You can take on additional responsibilities and participate in professional development programs to enhance your career. Our team members experience a unique blend of administrative support, project management, and collaboration with leading experts in Cardiovascular Medicine.
• By joining our team, you will significantly advance healthcare and improve patient outcomes through your contributions. We are a division that cares about working together to celebrate employee success.
• This position is a hybrid role. If you are someone who thrives in an evolving fast-paced environment, enjoys learning, has a can-do attitude, proactive, organized and knows how to successfully lead projects start to finish we would like to hear from you!

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 events 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 calendars (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.
• The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.