Administrative Associate 3

Location
Stanford
Posted
Dec 04, 2018
Institution Type
Four-Year Institution


Administrative Associate 3

Stanford University

Job Number:
81350

The Stanford University Department of Orthopaedic Surgery is dedicated to providing excellent patient care and outstanding education for students, residents and fellows in the fields of orthopaedic surgery and musculoskeletal medicine. In pursuit of that excellence, the department has an immediate need for an Administrative Associate 3 to support the Department of Orthopaedic Surgery's Vice Chair of Quality and Chief of Spine. The Administrative Associate 3 position serves a vital role; supporting the operational needs of the fellowship and the administrative needs of the Vice Chair. The ideal candidate will demonstrate sound judgment, professional etiquette, and exceptional analytical and problem-solving skills; be highly organized, extremely detail oriented, proactive and able to multi-task with ease. To learn more about the Department please visit us at: https://ortho.stanford.edu/

The successful candidate will demonstrate:
  • Outstanding communication and relationship building skills;
  • Strong attention to detail, and competence to manage multiple priorities and respond effectively with limited guidance;
  • Commitment to uphold Stanford University's compliance with federal, state, local, and sponsor regulation; and
  • Drive to establish themselves as a leading contributor within the Department of Orthopaedic Surgery and Stanford Medicine.

Duties include:
  • Act on behalf of the Vice Chair of Quality and Chief of Spine 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 events 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:
Experience in medical education administration.


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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