Stanford University Looking for Administrative Associate 3 at Remote Full Time

Job type full-time

Full job description

Please note this position will be based on the stanford campus and is a hybrid (working on-site and working from home) subject to operational need.

From benchtop research to international programs, the department of surgery provides exceptional patient care, delivers outstanding undergraduate and graduate education, and furthers the field of surgery through innovative basic science and clinical research.

The division of general surgery is seeking an administrative associate 3 to provide administrative and operational support with limited supervision to the section chief of trauma/critical careThis is a busy position requiring accuracy, organization, initiative, flexibility, and independenceAn ideal candidate would exhibit excellent time management skills, communications skills, the ability to set priorities and a passion for working with people.

We are the largest division in the department of surgery and the trauma faculty are the best in the world; you’ll be joining a strong admin team based on collaboration and great communication skills.

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 checkingCreate, 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 discrepanciesMay assist with capital or special equipment requests and/or vendor selection.
Coordinate and monitor routine maintenance services completionPlan 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

Desired qualifications:

College degree
Prior work experience at stanford university and/or in higher education strongly preferred.
Understanding of the organization of stanford university medical center or similar academic medical center preferred.
Ability to independently compose/draft correspondence on behalf of the department leadership.
Demonstrates the ability to work well with stanford colleagues and clients and with external organizations.

Education & experience (required):

High school diploma and four years of administrative experience, or 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.

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.

As an organization that receives federal funding, stanford university has a covid-19 vaccination requirement that will apply to all university employees, including those working remotely in the united states and applicable subcontractorsTo learn more about covid policies and guidelines for stanford university staff, please visit: https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

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 responsibilitiesSpecific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibilityEmployees may also perform other duties as assigned.

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 is an equal employment opportunity and affirmative action employerAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

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Posted 30+ days ago