Senior Administrative Associate

TALENT Software Services; Palo Alto (CA); Hybrid; USD 60,000 - 90,000; Full time

Job summary

The Division of Cardiovascular Medicine seeks an experienced Administrative Professional to support physicians, researchers, and administrative staff. You will help manage daily operations of the division, assist with communications, and contribute to research and patient care initiatives.

This hybrid role offers opportunities for project coordination, calendar management, travel arrangements, document drafting, and budget support, with a focus on teamwork and professional development in

Qualifications

• Experience supporting physicians, researchers, and administrative staff.

Responsibilities

• Act on behalf of supervisor to establish priorities and resolve administrative problems.
• Schedule, organize and operate complex conferences, seminars, and events including vendor liaison and budgeting.
• Draft documents and correspondence for presentations, grants, conferences, seminars, and reports; edit and fact-check content.
• Plan calendars, resolve conflicts, and arrange travel per policies.
• Create complex reports and spreadsheets using specialized software.
• Oversee financial transactions; monitor budgets; assist with capital or equipment requests and vendor selection.
• Coordinate maintenance services; plan office moves or renovations.
• Duties may vary and other tasks may be assigned.

Skills

Administrative support

Project management

Communication

Team collaboration

Job description

JOB DESCRIPTION

The Division of Cardiovascular Medicine is seeking an experienced Administrative Professional to join our dynamic team. Within this role, you will play a key part in supporting world-renowned cardiologists, daily operations of our Division, and contribute to the success of our research and patient care initiatives.

Description

The Division of Cardiovascular Medicine is seeking an experienced Administrative Professional to join our dynamic team. Within this role, you will play a key part in supporting world-renowned cardiologists, daily operations of our Division, and contribute to the success of our research and patient care initiatives.

In this role, you will have opportunities to collaborate and work with diverse cardiovascular medicine professionals, including physicians, researchers, and administrative staff, who have a strong sense of teamwork and innovation.

This role will support 4-5 CVMed clinical and research faculty, the Section Chief of Preventive Cardiology, and the CVMed Management Team. Other administrative duties will include triaging phone calls for physicians on a limited basis and directing calls to appropriate support staff. Respond to phone and email inquiries of the research team and staff. This position offers exceptional career growth opportunities, allowing you to strengthen your administrative skills and knowledge in cardiovascular medicine.

You can take on additional responsibilities and participate in professional development programs to enhance your career. Our team members experience a unique blend of administrative support, project management, and collaboration with leading experts in Cardiovascular Medicine.

By joining our team, you will significantly advance healthcare and improve patient outcomes through your contributions. We are a division that cares about working together to celebrate employee success.

This position is a hybrid role. If you are someone who thrives in an evolving fast-paced environment, enjoys learning, has a can-do attitude, proactive, organized, and knows how to successfully lead projects from start to finish, we would like to hear from you!

Duties include:

• 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 events 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 calendars 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.The job duties listed 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.