This position will be based on the Stanford campus and is a hybrid of working on-site at least 3 days per week and working from home, subject to operational needs.
Do you enjoy working as part of a team in a fast-paced, innovative environment? Are you seeking to develop within an organization that is growing and on the cutting edge of emergency medicine? If so, then Stanford University School of Medicine has an exciting, challenging and rewarding job opportunity!
The Department of Emergency Medicine is seeking an outstanding, experienced Administrative Associate III to provide administrative and operational support working under general supervision within a growing Academic Affairs group. We are looking for an individual who is team-oriented, highly organized with meticulous attention to detail, adept in relationship management, and an excellent communicator (written and oral) to provide administrative support for the faculty and administrative leadership. An eagerness to learn School of Medicine policies pertinent to academic affairs and effectively apply this acquired knowledge in support of faculty is paramount. The person in this role will facilitate communication among faculty members and staff as well as help coordinate the logistics of our Academic Affairs projects and provide calendaring and administrative support to the Vice Chair for Academic Affairs. The individual will assist faculty with appointment, reappointment and promotion materials and submit them in accordance with School of Medicine guidelines. The most critical aspect of this work will be to ensure planned work is completed in an accurate and timely manner and that faculty, particularly those in leadership and administrative management, have adequate administrative support for projects. This team member will independently handle a multitude of tasks to support departmental academic affairs efforts including special projects.
Duties include:
- Act on behalf of the supervisor, department manager, or chair in regard 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.
* - 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.
- Ability to independently compose/draft correspondence on behalf of the department leadership.
- Demonstrated ability to work well with Stanford colleagues and clients and with external organizations.
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.
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.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website 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.
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.
