Administrative Associate 2 (Float)

Stanford University Department of Medicine Chair’s Office is looking for a full-time, benefits-eligible floating Administrative Associate (Administrative Associate 2). In this role, a floating Administrative Associate will provide a variety of administrative support to divisions throughout the Department of Medicine. The length of each “float” assignment will vary depending on the needs of the specific workgroup.

The Floating Administrator will have some administrative associate experience in a highly professional setting and the ability to work independently and in a team environment wearing many different hats. The position will function as a part of a Central Office team reporting to the Manager of Administration in the Office of the Chair who is supportive of professional development and working as a team.

The Stanford Department of Medicine is committed to setting the highest standards for patient care, ground-breaking research, professional education, teaching, and training. We are devoted to advancing the science of medicine by developing new methods to prevent, diagnose, and treat all aspects of human disease and strive to provide compassionate and pioneering health care.

This role will work onsite from the Stanford University campus in Palo Alto or Redwood City Monday- Friday.

For more information about the department visit: https://medicine.stanford.edu/ 
To view Stanford Universities benefits, visit: https://cardinalatwork.stanford.edu/benefits-rewards

In order to be considered for this position, please attach both a cover letter and a resume to the application. The cover letter should include position number and three examples of work-related experiences that demonstrate skills desired for this position.

*- The core duties listed below are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Core Duties:

• Respond to inquiries, and determine and take appropriate actionas required. Serve as a resource regarding a defined set of policies andprocedures.

• Perform duties associated with scheduling, organizing, andoperating conferences, seminars, and events, including recommendingvendors for services, overseeing the production and distribution ofmaterials, coordinating logistics, and serving as liaison with internaland external vendors.

• Draft and/or generate routine communications; coordinateproduction (formatting, copying, etc.) and dissemination of documents,such as presentations, course handouts, grant proposals, conference andseminar materials, reports, brochures, and displays.

• Plan and schedule calendar(s) based on consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

• Process and monitor routine financial transactions, which mayinclude 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, healthand safety, and other facility concerns within the unit(s); report anyincidents or potential safety problems to appropriate representatives.Track completion of required training.

• Maintain approved content on websites.

• May perform human resources transactional support, e.g. timecards, I9s, and/or faculty affairs support.

• May guide and train student and/or contingent workers includingscheduling, assigning, and prioritizing workloads, setting appropriatedeadlines, and reviewing work for quality and timeliness.

Minimum Education andExperience

High school diploma and three years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience withoffice software and email applications.

• Demonstrated success in following through and completing routinetasks.

• 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.