Administrative Associate II - Academic Medical Support

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Stanford University School of Medicine in Palo Alto seeks an Administrative Associate II to deliver administrative and operational support within the Otolaryngology – Head & Neck Surgery department. This onsite, 1.0 FTE role partners with faculty and staff to sustain efficient clinical and research activities.

The successful candidate will manage calendars, coordinate meetings, assist with travel, processing financial transactions, and maintain departmental websites and records.

Qualifications

• High school diploma and three years of administrative experience, or combination of education and relevant experience.
• Proficient computer skills and demonstrated experience with office software and email applications.
• 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.

Responsibilities

• 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.

Skills

Office software proficiency

Communication skills

Organizational skills

Customer service

Multi-tasking

Education

Four-Year College Degree

Tools

Oracle Financials

Job description

Stanford University School of Medicine in Palo Alto seeks an Administrative Associate II to deliver administrative and operational support within the Otolaryngology – Head & Neck Surgery department. This onsite, 1.0 FTE role partners with faculty and staff to sustain efficient clinical and research activities.

The successful candidate will manage calendars, coordinate meetings, assist with travel, processing financial transactions, and maintain departmental websites and records.