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Administrative Associate

Company: Stanford Medicine
Location: San Mateo
Posted on: November 18, 2022

Job Description:

The Department of Neurology is seeking an Administrative Associate 3 to provide administrative and operational support in the Division of Movement Disorders.

The Administrative Associate will be responsible for independently managing a wide array of administrative tasks including (but not limited to), general support for the Division Chief and faculty, preparation and oversight of complex financial transactions and coordination of faculty and fellowship applicant interviews. Other key tasks include conference planning and execution, calendar management and assisting with onboarding of new hires and visiting scholars. Planning, communication, independent problem-solving and strong time-management skills are essential. The ideal candidate will be exceptionally organized and pro-active. We seek a self-starter who is comfortable working independently as well as with a team, demonstrates administrative professionalism, outstanding relationship building skills and is resilient and resourceful in adapting to new tasks and changing circumstances.

Duties include:

  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying andresolving problems that are administrative in nature.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, andevents, including arranging with vendors for services, overseeing the production and distribution of materials, administeringlogistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, andreports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in variousunit 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 withunit, 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 renovationprojects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, andprioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performancereview input. - Other duties may also be assigned.

    • Excellent organizational skills and attention to detail.
    • Advanced computer skills and demonstrated experience with office software and email applications.
    • Adept with technology (Zoom, Adobe, etc). EDUCATION & EXPERIENCE (REQUIRED):
      High school diploma and four years of administrative experience, or combination of education and relevant experience.

      • 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 decisionsPHYSICAL 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 adisability who requires accommodation to perform the essential functions of his or her job.

          • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with externalorganizations.
          • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safetyconcerns; 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 thepersonnel 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
            covid-19/interim-policies/covid-19-surveillance-testing-policy .

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

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