Temp Senior Administrative Associate

Stanford University, Pediatric Critical Care Medicine; Stanford (CA); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Join a dynamic team at a leading institution where you will provide essential administrative support within the Pediatric Critical Care Division. This temporary, hybrid role allows you to engage with executive-level professionals while managing diverse administrative tasks. You will play a key role in ensuring smooth operations, from organizing complex events to drafting important documents. With a strong emphasis on professional development and work-life balance, this position offers a unique opportunity to thrive in a supportive environment that values diversity and inclusion. If you are a proactive individual with excellent organizational skills, we invite you to apply and contribute to our mission of advancing pediatric care.

Benefits

Professional development opportunities

Team events

Flexible work hours

Supportive work environment

Qualifications

• Experience in administrative roles with a focus on executive support.
• Ability to manage complex scheduling and event planning.
• Strong attention to detail and project completion skills.

Responsibilities

• Provide executive-level administrative and operational support.
• Oversee scheduling, organizing, and operating complex events.
• Compose and draft documents for various presentations and reports.

Skills

Advanced computer skills

Organizational skills

Verbal communication

Written communication

Customer service skills

Problem-solving

Initiative

Education

High school diploma

Four years of administrative experience

Tools

Office software

Email applications

Specialized software for reports

Job description

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Stanford University, Pediatric Critical Care Medicine provided pay range

This range is provided by Stanford University, Pediatric Critical Care Medicine. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$40.00/hr - $45.00/hr

Direct message the job poster from Stanford University, Pediatric Critical Care Medicine

Senior Operations Manager at Stanford University, School of Medicine

The Division of Pediatric Critical Care at Stanford University is seeking an Administrative Associate 3 to provide executive-level administrative and operational support with limited supervision. The incumbent will support divisional operations, provide administrative assistance to faculty members, and offer additional support as needed to ensure smooth and efficient workflow. They are expected to intuitively translate incoming requests and indirect requirements into achievable goals; they will create systems and processes through which objectives are met in a timely manner and with the highest quality. This is a temporary and hybrid role with 2- 3 days per week on-site.

The Division is a growing team, including long-tenured faculty, staff, and leadership. The division's activities reach all parts of the mission: patient care, education, and research. The AA3 will have a great deal of exposure to all of these areas and will be communicating with a broad range of individuals at the executive level, both internally and externally. Within the Division, there is a strong operations team of about 26 people. We are a supportive group that prioritizes well-being, with many team events and opportunities for professional development and personal growth. We value balancing home and work life. We foster an environment that leads to fulfilling and rewarding careers at Stanford University for all staff. The AA3 will also be part of the Department of Pediatrics, the second-largest Department in the School. The Department hosts many events and training opportunities and is a place where staff are nurtured.

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 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.

* Other duties may also be assigned

~ All members of the Department of Pediatrics are engaged in continuous learning and improvement to foster a culture where diversity, equity, inclusion, and justice are central to all aspects of our work. The Department collectively and publicly commits to continuously promoting anti-racism and equity through its policies, programs, and practices at all levels. ~

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• 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.
• 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

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.

Stanford University provides pay ranges representing its good faith estimate of what the University reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. The pay range for this position working in the California Bay area is $40 - $45/ hour.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Temporary

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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