Administrative Associate 3

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Stanford University School of Medicine seeks an Administrative 3 to provide administrative and operational support with limited supervision. The role may lead other administrative staff and involves scheduling, event coordination, vendor liaison, and financial tasks within department budgets.

The successful candidate will have a 4-year college degree (preferred in science or accounting), strong computer skills, and excellent communication and organizational abilities to serve Stanford colleagues

Qualifications

• 4-year college degree preferred, with scientific or accounting coursework.
• Strong computer and software skills for office productivity and communication.
• Excellent organizational ability and attention to detail.
• Strong verbal and written communication and customer service skills.

Responsibilities

• Act on behalf of supervisor/department manager to set priorities and resolve administrative problems.
• Oversee scheduling, organizing, and operating complex events, including coordinating with vendors and budgeting within parameters.
• Draft documents and correspondence for presentations, course handouts, grants, conferences, and reports; edit for accuracy.
• Plan and manage calendars, resolve conflicts, and arrange travel per unit and university policies.
• Create complex reports and spreadsheets using specialized software.
• Handle diverse financial transactions, monitor budgets, and reconcile statements; assist with capital or equipment requests and vendor selection.
• Coordinate routine maintenance, moves, and minor renovations; oversee staff or students in day-to-day tasks.
• Lead or supervise staff, assigning workloads, and providing performance feedback.

Skills

Advanced computer skills

Organizational excellence

Verbal and written communication

Customer service and interpersonal

Prioritization and multitasking

Initiative and ownership

Sound judgment

Follow-through on projects

Education

4-year college degree (preferred in science or accounting courses)

Job description

Job Description

The Department of Radiology core values are based on professionalism, integrity, personal responsibility, and service. Our culture promotes, recognizes, and values the role of staff as partners in an environment that attracts and fosters the highest quality staff.

The Department of Radiology core values are based on professionalism, integrity, personal responsibility, and service. Our culture promotes, recognizes, and values the role of staff as partners in an environment that attracts and fosters the highest quality staff. Pediatric Radiology at Stanford Children's Hospital offers a comprehensive program that is committed to improving the health of children through the application of state-of-the-art technology. Fellowship trained pediatric radiologists and a professional staff knowledgeable in delivering high quality pediatric care provide imaging services in a child-friendly environment. We are seeking an Administrative 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Desired Qualifications

4-year college degree including scientific or accounting courses preferred.

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.