Administrative Associate 3 - Stanford, CA, United States - Stanford University

Description

Are you detail-oriented, organized, and passionate about supporting top-tier medical professionals? The Division of Cardiovascular Medicine seeks a dynamic individual to join our team as an Administrative Associate 3. The Division of Cardiovascular Medicine is at the forefront of cutting-edge research, clinical care, and education in the field of cardiology. By joining our team, you can work alongside world-renowned faculty members and amazing staff and contribute to our mission of advancing cardiovascular health through excellence in research, education, and patient care. In this role, you will directly support 5-8 esteemed faculty members, ensuring the smooth operation of their administrative needs, and assist with the annual space survey—a critical component of our division's operations and resource allocation strategy.

The ideal candidate will have a proven track record in administrative support roles, preferably in healthcare or academia. Proficiency in the Microsoft Office suite and the ability to quickly learn and navigate new software systems are essential. Strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously are crucial for success in this role. Excellent communication and interpersonal skills are also required, as the role involves interacting professionally with faculty, staff, and external stakeholders.

Key responsibilities include:
Faculty Support: You will serve as the primary point of contact for faculty members, managing calendars, scheduling appointments, and coordinating meetings.
Financial Management: Handle reimbursements, process purchase orders, and assist with budget tracking to ensure efficient fiscal management.
Conference Organization: Aid in coordinating and organizing weekly conferences, ensuring all logistics are handled seamlessly.
Subject Matter Expertise: Become proficient in our clinical call schedule software and serve as the division's go-to expert. Train other administrative staff on software usage, contributing to the division's operational efficiency and maintaining a high level of clinical care.
Space Survey Assistance: Assist with the annual space survey, contributing valuable insights to division operations and resource allocation.

If you are ready to take the next step in your administrative professional career, please submit a resume and cover letter and join our team

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.
• 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.

DESIRED QUALIFICATIONS:

• Stanford experience is desired.

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.
• Excellent 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.

WORKING 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, .
  
  

The expected hourly pay range for this position is $ $43.75. 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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website () provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun . Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

Stanford is an equal employment opportunity and affirmative action employer. All 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.