Administrative Associate 3
Administrative Associate 3
Job Number: 82916
Job code: 4103
Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.
The Department of Obstetrics & Gynecology is currently seeking a Program Assistant to provide administrative and programmatic support for the Division of Gynecologic Specialties and the various sections of the division. Reporting to the Division Chief of Gynecologic Specialties, the Program Assistant will serve as the primary administrative and programmatic support for the Division Chief and the Division, including clinical programs dedicated to Urogynecology, Pediatric and Adolescent Gynecology, Minimally Invasive GYN surgery, LGBTQ Health/Gender Medicine, and Female Sexual Medicine. The Program Assistant will have responsibility for a wide-range of services including, but not limited to: coordinating the daily activities of the Division, providing general office support for the Division Chief, faculty, and clinical research personnel, assisting with coordination of international programs, coordinating with faculty affairs on promotions and appointments for faculty, visiting scholars and fellows, organizing educational seminars, assisting faculty in the grant submission process and coordinating these activities with the Research Management Group, managing the Division Chief's calendar, handling heavy phone traffic and serving as a liaison for the Division Chief and the various sections. S/he will also assist with projection of financial budgeting, bookkeeping, gifts and research funds for the Gynecologic Specialties division.
- Act on behalf of the supervisor, department manager, or chair 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 event 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.
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
- 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.
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
- Schedule: Full-time
- Employee Status: Regular
- Requisition ID: 82916
Location: School of Medicine, Stanford, California, United States
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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