Administrative Associate 3

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Stanford University School of Medicine’s Department of Cardiothoracic Surgery seeks an Administrative Associate 3 to provide high-level administrative and operational support with limited supervision.

Responsibilities include prioritizing tasks for the supervisor, coordinating complex conferences and events, drafting documents, managing calendars and travel, and handling financials and purchasing in line with university policies.

Qualifications

• Advanced computer skills and demonstrated experience with office software and email applications.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

Responsibilities

• Act on behalf of the supervisor, department manager, or chair to establish priorities and resolve administrative problems.
• Oversee scheduling, organizing, and operating complex conferences, seminars, and events, including vendor coordination, materials, and budgets.
• Draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; edit and fact-check; maintain content in unit materials and websites.
• Plan and schedule calendars, resolve conflicts, and arrange travel in compliance with policies.
• Create complex reports and spreadsheets using specialized software.
• Oversee and process financial transactions; monitor and reconcile budgets; assist with equipment requests and vendor selection.
• Coordinate routine maintenance, office moves, and minor renovations.
• May lead staff or supervise day-to-day work of students or temporary workers.

Skills

Computer skills

Office software

Email proficiency

Organizational skills

Attention to detail

Verbal communication

Written communication

Customer service

Interpersonal skills

Prioritization

Multi-tasking

Initiative

Decision making

Education

High school diploma

Tools

None

Job description

Job Description

Stanford University Department of Cardiothoracic Surgery is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

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

• 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 event 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 calendar(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.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education And Experience

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

Knowledge, Skills And Abilities

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.