Administrative Associate

Location
Stanford
Posted
Jun 08, 2018
Institution Type
Four-Year Institution


Administrative Associate

Stanford University

Job Number:
79095

Job Code: 4103
Level: F


Stanford University School of Medicine, located in the heart of Silicon Valley, was founded in 1858 with a mission to be the premier research-intensive medical school that improves health through leadership, diversity, and a collaborative approach to discovery and innovation in patient care, education, and research.

The Stanford School of Medicine seeks an Administrative Associate to support the Senior Associate Dean of Global Health and help advance Stanford School of Medicine's work in reducing health disparities and strengthening human capital both in our local communities and worldwide. The Administrative Associate will provide administrative and operational support to the Senior Associate Dean, including managing calendars, processing financial transactions and expenses, and coordinating logistics for conferences, seminars, and events. This position requires the ability to work independently and demonstrate diplomacy, judgment, and initiative.

Duties include:

  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
  • 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.
  • Act on behalf of the Senior Associate Dean in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform 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.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.

    * - Other duties may also be assigned

    About Stanford University School of Medicine

    With more than 2,300 faculty, each providing a unique mix of research, education, and patient care effort, organized in 30 academic departments and 16 interdisciplinary institutes and centers, supported by more than 3,900 staff, educating 3,000 students, postdoctoral fellows, clinical residents/fellows, and trainees, and collectively generating about $2.6B in revenues, the School of Medicine is Stanford's largest school and truly a complex organization.

    Holistically, the School of Medicine is rooted in an inclusive culture of excellence and diversity that values innovation, collaboration, and life-long learning. To foster the talents and aspirations of staff, Stanford offers career development programs, competitive pay that keeps pace with market trends, and benefits that increase financial stability and promote healthy, fulfilling lives.

    DESIRED QUALIFICATIONS:

  • Experience working in global programs and with global constituencies and visitors.
  • Strong financial and expenses experience.
  • Bachelor's degree highly preferred.

    EDUCATION & EXPERIENCE (REQUIRED):
    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

    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

  • 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:

    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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