Administrative Associate🔍School of Medicine, Stanford, California, United StatesNew📁Administration📅6 days ago Post Date📅89017 Requisition #The Division of Nephrology in the Department of Medicine offers fellows and faculty unparalleled prospects for research and clinical training in an atmosphere with ample opportunity to participate in University and community service, in an exciting academic environment committed to excellence, innovation and diversity. Emerging science, new technology, and improvements in diagnostics and patient care have enabled nephrologists to treat kidney and renal disease more successfully.The growing division has an exciting opportunity for a new role, an Administrative Associate who will be responsible for providing a full range of support to multiple faculty members with responsibilities that vary across the academic, clinical and research missions of the organization. Primary duties include, but are not limited to, calendaring, travel arrangement and reimbursement processing, procurement and asset management, event coordination, etc. The incumbent will have versatility to support other endeavors within the division. The Administrative Associate will work in a fast paced, dynamic environment, will need to successfully navigate changing priorities, and is expected to work with a high degree of discretion and confidentiality under minimum supervision, while maintaining a positive and productive work culture. The successful candidate will work as part of a collaborative team, engaging in cross-training and providing backup administrative coverage when necessary. 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.
- Maintain approved content on websites.
- unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
- Maintain approved content on websites.
- Experience with Stanford financial systems
- High school diploma and three years of administrative experience, or combination of education and relevant experience.
- 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.
- 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.
- 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/.
- Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
- A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
- A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
- Discovery and fun. Stroll through historic sculptures, trails, and museums.
- Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.
- Schedule: Full-time
- Job Code: 4102
- Employee Status: Regular
- Grade: E
- Requisition ID: 89017