Administrative Associate

Location
Stanford
Posted
May 07, 2018
Institution Type
Four-Year Institution


Administrative Associate

Stanford University

Job Number:
78650

The Division of Primary Care and Population Health (PCPH) is seeking an Administrative Associate to provide excellent administrative and operational support for PCPH sections and faculty.

The Division of Primary Care comprises a diverse group of talented physicians and researchers who strive for excellence in the domains of inpatient care, the education of housestaff and students, quality improvement initiatives, and medical education and clinical research endeavors. In addition to administrative and operational support, this position will also arrange retreats and conferences. The successful candidate will be able to work with little supervision on daily assignments and must be able to take initiative on all tasks.

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.
* - Other duties may also be assigned
DESIRED QUALIFICATIONS:
  • Bachelor's degree
  • Experience working with faculty or supporting senior level managers
  • Strong calendaring and scheduling skills
  • Excellent communication
  • Excellent sense of professionalism
  • Outstanding communication and interpersonal skills
  • Strong desire for making administrative operations run efficiently, effectively and transparently
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.
WORK STANDARDS (from JDL)
  • 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, http://adminguide.stanford.edu.
Job Family: AdministrationJob Series: Administrative AssociateJob Code: 4102Grade: EExemption: Non-exemptSchedule: Full-time


Job:

Location: School of Medicine, California, United States
Schedule:
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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