Administrative Associate Lead

Company: Stanford Medicine
Location: San Mateo
Posted on: January 12, 2022

Job Description:

The Department of Pediatrics, Division of Neonatal and Developmental Medicine aims to provide optimum state-of -the-art care for critically ill and recovering neonates and infants. We are dedicated to the School of Medicine's mission of advancing and exploring innovative and novel biomedical, translational, and clinical research and education through the nurturing stimulation of interactions among basic and clinical scientists, clinicians, and educators throughout the School of Medicine and University, as well as with the private and public sectors. Through our integrated research, education, patient, and community outreach programs, we are committed to maintaining the highest standards of academic medicine and patient care.

The Division is seeking a 1.0 FTE, full time Administrative Assistant Lead (Administrative Associate 3) to provide administrative or operational support with limited supervision to up to 35 faculty and their program managers. Faculty will have varying levels of support ranging from a couple of reimbursements a year each up to managing calendars, making travel arrangements, and support in grant submissions. The Administrative Associate Lead will serve as office manager for one of the Division's offices, act as lead admin at that office offering guidance and advice to other administrative associates on University procedures and helping to triage requests from faculty and staff, and providing training and guidance on the administrative associate role in grant submissions for the whole Division. They will also supervise one Administrative Associate 2 located in the same office. Internal experience will be helpful but not required for this role.

Duties include:

• 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.
• 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:
    
    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
      CERTIFICATIONS & LICENSES:
      
      None
      
      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.
          WORKING CONDITIONS:
          
          Additional Information
          
          • Schedule: Full-time
          • Job Code: 4103
          • Employee Status: Regular
          • Pay Grade: F
          • Department URL: http://pediatrics.stanford.edu/
          • Requisition ID: 91492As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Keywords: Stanford Medicine, San Mateo , Administrative Associate Lead, Administration, Clerical , San Mateo, California