Administrative Associate 2 (Float)

Stanford Reglab; United States; On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

Stanford University Department of Medicine Chair’s Office seeks a full-time, benefits-eligible floating Administrative Associate. The position provides administrative support to divisions across the Department, with float assignments varying by workgroup needs and length.

The Floating Administrator works within a Central Office team, reporting to the Manager of Administration in the Office of the Chair. The role requires professional experience, independence, teamwork, and ability to wear many

Qualifications

• High school diploma and three years of administrative experience, or combination of education and relevant experience.

Responsibilities

• Respond to inquiries and act as a resource on policies and procedures.
• Schedule, organize, and operate conferences, seminars, and events; coordinate vendors and logistics.
• Draft and disseminate routine communications and materials (presentations, reports, newsletters).
• Plan calendars and arrange travel in accordance with policies.
• Process routine financial transactions and track expenses/receipts.
• Maintain office supplies and coordinate office moves.

Skills

Administrative support

Scheduling

Communication

Customer service

Multi-tasking

Education

High School Diploma

Tools

Microsoft Office

Email applications

Job description

Stanford University Department of Medicine Chair’s Office is looking for a full-time, benefits-eligible floating Administrative Associate (Administrative Associate 2). In this role, a floating Administrative Associate will provide a variety of administrative support to divisions throughout the Department of Medicine. The length of each “float” assignment will vary depending on the needs of the specific workgroup.

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 different hats. The position will function as a part of a Central Office team reporting to the Manager of Administration in the Office of the Chair who is supportive of professional development and working as a team.

The Stanford Department of Medicine is committed to setting the highest standards for patient care, ground-breaking research, professional education, teaching, and training. We are devoted to advancing the science of medicine by developing new methods to prevent, diagnose, and treat all aspects of human disease and strive to provide compassionate and pioneering health care.

This role will work onsite from the Stanford University campus in Palo Alto or Redwood City Monday- Friday.

For more information about the department visit: https://medicine.stanford.edu/ To view Stanford Universities benefits, visit: https://cardinalatwork.stanford.edu/benefits-rewards

*- The core duties listed below 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.

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

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.