Division Administrator

Sep 06, 2017
Institution Type
Four-Year Institution

Stanford University

Division Administrator

Job Number:

Do you enjoy working as part of a team in a fast-paced environment? Are you seeking to develop within an organization? If so, then Stanford University School of Medicine has an exciting, challenging and rewarding job opportunity!

The Division of Clinical Anatomy in the Department of Surgery seeks a Division Administrator. The Division Administrator will coordinate the day-to-day administrative operations of the Division, including overseeing financial transactions, accounting, and purchasing; lab use and event scheduling; coordination/support for courses and tours, Willed Body Program inquiries and other educational programs; fielding external communications; and providing administrative support at varying levels for a Division of 20 faculty and staff. This position reports to Division Manager.

Please visit the following site for more information on the Division: http://anatomy.stanford.edu/

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.
  • Willed Body Program Administration may include:
  • Respond to inquiries and answer questions for Willed Body Program; send out information, keep records and pay bills.

  • During business hours, receive calls from caregivers and next-of-kin to coordinate registration or arrange body donations; determine whether donation can be accepted by program.

  • May occasionally provide back-up and take night/weekend on-call shifts to respond to body donation calls (provide vacation/sick coverage for regular on-call program staff).

  • Summer CASP Program coordinator: Provide program support and coordination for large high school summer program. Manage contacts, marketing, application process, acceptances and logistics for entire two week program every year. * - Other duties may also be assigned


    High school diploma and three years of administrative experience, or combination of education and relevant experience.


  • 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.


  • Four year degree preferred.
  • Excellent proofreading and editing skills. Strong grammar.
  • Ability to work effectively with a range of individuals at all levels of authority.
  • Ability to exercise discretion, judgment, and initiative in problem solving. Superior follow-up skills.
  • Excellent interpersonal skills, including ability to exercise diplomacy and communicate with empathy.
  • Ability to perform as part of a team, maintaining contact with other team members and acting as a resource to them.
  • Previous experience in an educational, university, medical, or healthcare environment.
  • Knowledge of Stanford policies or those of a similar institution.
  • Familiarity with accounting and purchasing principles.
  • High comfort level with computers, including ability to troubleshoot minor problems, make routine configuration changes such as setting up a new printer, and instruct others in common computing tasks.
  • In-depth familiarity with advanced document formatting and publishing features of Microsoft Word, Google Docs and Excel.


  • 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.

    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.


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