Administrative Associate II – Medical School Operations

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Stanford University School of Medicine in Palo Alto seeks an Administrative Associate II to provide administrative/operational support within the Department of Otolaryngology – Head & Neck Surgery. This onsite, 1.0 FTE role offers exposure to a world-class academic medical environment and collaboration with faculty, staff, and learners.

The successful candidate will manage calendars, communications, travel, events, and basic financial tasks, while upholding Stanford policies and contributing to

Qualifications

• Four-Year College Degree or equivalent.
• Administrative experience within an academic setting.
• Proven ability to work productively, collegially, and diplomatically in an academic environment with a diverse and international group of individuals.
• Exemplifies positive energy and enthusiastic team player in a fast-paced environment.
• Familiarity with Stanford University policies, procedures, and Oracle Financials.

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

Administrative experience

Organizational skills

Communication skills

Customer service

Multitasking

Team player

Policy familiarity

Education

Four-Year College Degree

Tools

Oracle Financials

Job description

Stanford University School of Medicine in Palo Alto seeks an Administrative Associate II to provide administrative/operational support within the Department of Otolaryngology – Head & Neck Surgery. This onsite, 1.0 FTE role offers exposure to a world-class academic medical environment and collaboration with faculty, staff, and learners.

The successful candidate will manage calendars, communications, travel, events, and basic financial tasks, while upholding Stanford policies and contributing to