Administrative Associate 3 (50% FTE)
Administrative Associate 3 (50% FTE)
Job Number: 75134
The Stanford Center for Sleep Sciences and Medicine is comprised of research, clinical and educational programs geared to advance the field of sleep medicine and improve patient care. As the birthplace of sleep medicine, Stanford has driven considerable growth in sleep research and treatment. The center is internationally renowned, and recognized for outstanding patient care and innovative sleep medicine research. We work to improve coordination among the various specialties involved in treating patients with sleep disorders and other sleep issues.
The Division of Sleep Medicine within the Department of Psychiatry & Behavioral Sciences at Stanford University School of Medicine is seeking a 50%FTE Administrative Associate 3 to provide administrative and operational support to the Center Director, Division Chief of Sleep Medicine & the Associate Director of Finance & Administration in a dynamic work environment with minimal supervision. It would be expected that the Administrative Associate be highly organized, extremely detail oriented, and be able to multi-task with ease. In addition, the Administrative Associate should be able to anticipate the needs of the Center Director, Division Chief and proactively solve problems and/or handle issues. Regardless of the task assigned, the Administrative Associate would be expected to demonstrate strong business judgment, professional etiquette, and analytical and problem-solving skills. In addition to having a “can-do” attitude and pleasant demeanor, the Administrative Associate must have extraordinary communication skills that allow for him/her to interact with a diverse group of people.
- 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 DESIRED QUALIFICATIONS:
- BA/BS degree
- Project management in a university, research or medical center environment
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
- 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.
Location: School of Medicine
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.