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Administrative Associate

Company: Stanford University
Location: Palo Alto
Posted on: May 20, 2019

Job Description:

Administrative Associate School of Medicine, Stanford, California, United States Administration---------3 days ago Post Date---------82494 Requisition Grade: E The Division of Pediatric Hospital Medicine in the Department of Pediatrics at Stanford University has an exciting opportunity for a talented Administrative Associate to join our team. The Administrative Associate will play a key role in supporting the efforts of faculty. The team is expected to see rapid growth over the next couple of years in its clinical, educational and research programs. We are seeking an organized, proactive and detail-oriented Administrative Associate who enjoys multi-tasking in a fast-paced environment. Duties include: ---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, complex 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. - Other duties may also be assigned DESIRED QUALIFICATIONS: ---Bachelor's degree. ---Ability to work gracefully under pressure with frequent interruptions in a fast-paced environment that has constantly shifting priorities and deadlines. ---Excellent writing skills - editing/drafting documents, PowerPoint presentations. ---Proficiency with Excel and PowerPoint. ---Experience with Adobe Experience Manager (AEM) for website maintenance. ---Academic/medical experience, preferably at Stanford. EDUCATION & EXPERIENCE (REQUIRED): High school diploma and three years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED): ---Proficient computer skills and demonstrated experience with office software and email applications. ---Demonstrated success in following through and completing routine tasks. ---Strong organizational skills and attention to detail. ---Strong verbal and written communication skills. ---Excellent customer service and interpersonal skills. ---Ability to prioritize and multi-task. 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 CONDITIONS: ---General office environment. ---Travel across campus may be required.Additional Information Schedule: Full-time Employee Status: Regular Requisition ID: 82494

Keywords: Stanford University, San Francisco , Administrative Associate, Administration, Clerical , Palo Alto, California

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