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Administrative Associate

Employer
Stanford University
Location
Stanford

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Job Details



Administrative Associate

Stanford University

Job Number:
82005

Grade: E

Stanford University is seeking an Administrative Associate 2 to provide administrative and operational support working under general supervision. This AA2 opportunity offers an exciting position within the School of Medicine, Department of Pediatrics, Division of Pediatric Cardiology and will function as part of an administrative team within the Inaugural Basic Science and Engineering (BASE) Program of the Betty Irene Moore Children's Heart Center. Our ideal candidate will be an excellent communicator and energetic team player with a positive approach to resolving challenging work.

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.
  • Add and maintain approved content on websites.

    * - Other duties may also be assigned

    DESIRED QUALIFICATIONS:
  • Bachelors or Associates degree and/or two to three years of relevant work experience in an office setting, preferably in an administrative role for a complex and fast-paced organization, interacting intensively with internal and external contacts.
  • Understanding of biological, medical, and/or computational and engineering terminology.
  • Ability to be independent and work with efficiency, diplomacy and a high-level of professionalism and cultural awareness. Significant experience working with teams of high-performing professionals.
  • Experience with calendaring, travel arrangements, and event/meeting planning coordination.
  • Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization.
  • Demonstrated positive, collaborative approach to work.

    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.
    WORKING CONDITIONS:
  • General office environment.

    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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