Administrative Associate 2

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Stanford University School of Medicine's Department of Cardiothoracic Surgery is seeking an Administrative Associate 2 to provide administrative support under general supervision. Responsibilities include front desk coverage, scheduling, travel arrangements, and coordination with vendors and internal teams.

The role requires a high school diploma and several years of administrative experience, strong computer skills, and excellent communication.

Qualifications

• High school diploma and three years of administrative experience.
• Proficient computer skills with office software and email applications.
• Strong organizational, 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 per policies.
• Schedule, organize, and operate conferences, seminars, and events; coordinate logistics with vendors.
• Draft and generate routine communications and disseminate documents like presentations and reports.
• Plan calendars, resolve conflicts, and arrange travel in compliance with policies.
• Process and monitor routine financial transactions and resolve discrepancies.
• Maintain office supplies and coordinate office moves and facility concerns.

Job description

Job Description

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

Some Duties May Include

• Renew Society memberships.
• Cover front desk duties as needed.

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.