Administrative Associate 3, Surgery Operations (Hybrid Opportunity) at Stanford University
Stanford, CA 94305
About the Job
This position will be based on the Stanford campus and is a hybrid of 3 days working on-site and 2 telecommuting days working from home, subject to operational need.
From benchtop research to international programs, Stanford School of Medicine provides exceptional patient care, delivers outstanding undergraduate and graduate education, and furthers the field of medicine through innovative basic science and clinical research.
The Departments of Surgery and Emergency Medicine are high-performing teams of exceptional faculty and staff committed to setting and achieving high goals. We seek an experienced Administrative Associate 3 to provide front-desk reception coverage and general administrative and human resources support in a complex academic/clinical environment in the School of Medicine. This position requires an individual who can work independently and with minimal direction in the performance of their duties. The AA3 may handle confidential and sensitive information, requiring tact and diplomacy. Our ideal candidate will have a strong combination of interpersonal, organizational, customer service, and communication skills.
Duties include:
- Act on behalf of the supervisor or department manager, 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. The administrator may be asked to be on site by 6:15am on Tuesdays.
- 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.
- Oversee and/or process a variety of financial transactions/reimbursements.
- Maintain and order office supplies.
- Provide back-up coverage for other administrators.
- Support human resources, academic affairs & student administration as needed.
* - Other duties may also be assigned.
DESIRED QUALIFICATIONS:
- Prior work experience at Stanford University and/or in higher education strongly preferred.
- Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred.
- Excellent command / highly proficient in spoken and written English.
- Must be flexible, dependable & able to handle multiple priorities with conflicting deadlines.
- Ability to work in a fast-paced and confidential work environment.
- Strong attention to detail and accuracy.
- Demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion.
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 (Microsoft PowerPoint and Word) 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.
The expected pay range for this position is $39.46 to $44.30 per hour.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
The job duties listed 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.
Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
