Administrative Associate 2

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Stanford University School of Medicine is seeking a full-time Floating Administrative Associate to provide diverse administrative support across divisions within the Department of Anesthesiology, Perioperative, and Pain Medicine. The role offers learning opportunities as float assignments vary by workgroup and reports to the Associate Clinical Operations Manager.

Ideal candidates will have prior administrative experience in a professional setting, possess strong organizational and communication

Qualifications

• Proficient computer skills and experience with office software and email applications.
• Demonstrated success in completing routine tasks and following through on duties.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multitask.

Responsibilities

• Respond to inquiries and act as a resource on policies and procedures.
• Schedule, organize, and coordinate conferences, seminars, and events; liaise with vendors.
• Draft and disseminate routine communications and materials.
• Plan calendars, resolve conflicts, and arrange travel per policies.
• Process routine financial transactions and resolve discrepancies.
• Maintain office supplies and coordinates moves; handle facilities concerns.

Skills

Verbal communication

Written communication

Customer service

Organizational skills

Attention to detail

Multitasking

Office software

Education

High school diploma

Tools

Office software

Email applications

Job description

Job Description

Stanford University Department of Anesthesiology, Perioperative and Pain Medicine is looking for a full-time, benefits-eligible floating Administrative Associate (Administrative Associate 2). As a floating Administrative Associate, this position will provide a variety of administrative support to divisions throughout the Department of Anesthesia. The length of each “float” assignment will vary depending on the needs of the specific workgroup. Our hire will have the opportunity to learn more about the programs and research supported by the Department of Anesthesiology, Perioperative, and Pain Medicine and as positions open up, have the opportunity to apply for a position in the division that best supports her/his personal and professional interests.

The Floating Administrator will have some administrative associate experience in a highly professional setting and the ability to work independently and in a team environment wearing many hats. The position will function as a part of a Clinical Operations team reporting to the Associate Clinical Operations Manager who is passionate about working as a team and further enhancing professional development within the team.

The Department of Anesthesiology, Perioperative, and Pain Medicine, at Stanford University’s School of Medicine, is a world-leading department that offers comprehensive training and perioperative patient care, pain management, and critical care medicine as well as cutting-edge research, encompassing a wide spectrum of programs in basic, translational, clinical, health services and medical education.

At Stanford University School of Medicine, the work we do touches the lives of those today and tomorrow. Through education, research, and health care, the School of Medicine improves health through leadership, diversity, collaborative discoveries, and innovation in health care. Whether working in departments with faculty, or in units that support the school, our staff are a part of teams that propel us on our journey toward the future of medicine and Precision Health.

Stanford is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

School of Medicine and the Department of Anesthesia are committed to diversity, equity, and inclusion for its faculty, staff, residents, and postdocs, and fellows. We aim to recruit, support, retain, and promote diversity in our department. For more information on our department, please see our website: https://med.stanford.edu/anesthesia.html

For more information about the department visit: http://medicine.stanford.edu/

To view Stanford University benefits visit: https://cardinalatwork.stanford.edu/benefits-rewards

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.

About Us

At Stanford, every employee plays a part in our mission for a better tomorrow—from researchers to operations and from food services to educators. Join our team to work towards a future you believe in.

The job duties listed are typical examples of work performed by positions in this job classifications 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.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a help ticket .

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. See Admin Guide 1.7.4: Equal Employment Opportunity, Non-Discrimination, and Affi...