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Sr. Administrative Associate (Hybrid Opportunity)

Company: Stanford Medicine
Location: San Mateo
Posted on: August 4, 2022

Job Description:

This is a hybrid position with 2-3 days in the office.

From benchtop research to international programs, the Department of Surgery provides exceptional patient care, delivers outstanding undergraduate and graduate education, and furthers the field of surgery through innovative basic science and clinical research.

The Division of General Surgery seeks an experienced Sr. Administrative Associate to provide administrative support to the Division Chief, a prominent physician leader 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 performance of their duties. This position has a complex workload which must be independently prioritized and managed to assure all requirements of the position are accomplished in a timely and efficient manner. This individual will oversee the planning and execution of recurring events and meetings with a variety of different internal and external people. This position coordinates special projects, events, meetings, seminars and other activities with others internal or external to the University. Oversees event planning by providing logistical support, placing catering orders and making venue reservations. Maintain a strong system to stay on top of the Chief's various clinical, leadership and teaching meetings and events. It will be required to independently compose, proofread and edit a variety of memos, letters and presentations in support of Division Chief clinical, leadership and teaching activities.

For more information about the department visit

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 financial transactions/reimbursements.
    - Other duties may also be assigned.

    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.
    • Bachelor's degree preferred.

      DESIRED QUALIFICATIONS:
      • College degree
      • 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.
      • Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

        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, .

            As 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:

            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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

            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.

            Additional Information
            • Schedule: Full-time
            • Job Code: 4103
            • Employee Status: Regular
            • Pay Grade: F
            • Requisition ID: 95560 As 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

Keywords: Stanford Medicine, San Mateo , Sr. Administrative Associate (Hybrid Opportunity), Administration, Clerical , San Mateo, California

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