Administrative Associate 2

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POST DATE 8/12/2016
END DATE 10/12/2016

Stanford University Stanford, CA

Company
Stanford University
Job Classification
Full Time
Company Ref #
859640
AJE Ref #
575861795
Location
Stanford, CA
Job Type
Regular

JOB DESCRIPTION

APPLY
Stanford University

Administrative Associate 2

Job Number: 72086

Are you looking for an opportunity that empowers and challenges you to excel? Stanford University is currently seeking an Administrative Associate who will provide administrative support to faculty members at the Stanford Stroke Center. This position will provide clerical and operational support and serve as a liaison for the University's internal and external vendors. This key role may require you to schedule organize and help oversee conferences, seminars and campus events. Additional responsibilities could include: answering telephone calls, processing and monitoring routine financial transactions; maintaining approved content for our websites and supporting a busy academic office.

Duties include:

Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
May perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
May prepare, organize and distribute monthly physician call schedules
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

Prior work experience in academic health care setting
Prior experience with Stanford on-line ordering and financial reporting systems
Experience in or willing to learn Adobe Photoshop Illustrator desired but not essential

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

Proficient computer skills with proficiency in desktop applications (i.e., Word, Excel, PowerPoint, EndNote).
Demonstrated success in following through and completing routine tasks.
Team player with sensitivity and mature judgment to accommodate the many diverse administrative needs associated with the job
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to work independently, prioritize and multi-task.
Ability to handle highly confidential material and provide a highly professional, courteous and efficient point of contact.
Must be able to work in a fast-paced environment

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.

Job: Administration

Location: School of Medicine

Schedule: Full-time

Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: http://apptrkr.com/859640

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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