Administrative Associate

Location
Stanford
Posted
May 17, 2017
Institution Type
Four-Year Institution


Stanford University

Administrative Associate

Job Number:
74999


The Division of Pediatric Cardiology is recruiting for an Administrative Associate II to provide administrative and operational support working under general supervision. The incumbent will support faculty within the Academic Affairs team and be involved in the day-to-day activities associated with faculty recruitments, onboarding and credentialing/licensing for the Division.

The Division of Pediatric Cardiology is responsible for the diagnosis of congenital heart defects, performing diagnostic procedures such as echocardiograms, cardiac catheterizations, and electrophysiology studies, and for the ongoing management of the sequelae of heart disease in infants, children and adolescents. The division is actively involved in research aimed at preventing both congenital and acquired heart disease in children. Finally, the division is committed to educating the next generation of physicians, and offers advanced training in pediatric cardiology.

The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles.

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:

    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.

    CERTIFICATIONS & LICENSES: None

    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.



    Job: Administration

    Location: School of Medicine
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

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






    jeid-86bb2944b6639144a632e12ce6a59260