Job Information
Stanford University Administrative Associate in Stanford, California
Administrative Associate
School of Medicine, Stanford, California, United States
Administration
Post Date Mar 22, 2024
Requisition # 101174
The Stanford Cardiovascular Institute, established in 2004, represents engineers, surgeons, physicians, scientists, and fellows and students. The SCVI seeks to promote collaboration and intellectual exchange among a diverse group of students, faculty, and scientists.
SCVI focuses its resources to:
Ignite new research and clinical applications by awarding seed grants
Establish educational and training programs in the field of cardiovascular medicine and research
Foster an environment that supports diversity, equity, and inclusion
Support activities outside the bench and clinic that facilitates exchange of ideas through seminar series and invited guests open to all members
The Institute provides organizational structure to concentrate and coordinate the activities of scientists, engineers, educators, and physicians committed to improving the cardiovascular health of patients and educating and training the next generation of leaders in the field of cardiovascular medicine.
Stanford Cardiovascular Institute is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision, as outlined below. May be responsible for leading other administrative staff or subordinates.
Duties include:
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.
Manage administration of SCVI courses and trainee events. Perform updates to course platform (Canvas) and website.
Create, maintain, and/or modify content for social media, websites, marketing posters/brochures, and advertisement emails for SCVI events, seminars, conferences, including post-event video.
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.
Maintain, update, and monitor Institute email listservs, membership databases, and perform and perform and maintain tracking of Institute member activities, e.g., grants, publications, career outcomes.
Oversee and/or process a variety of complex financial transactions for various SCVI events, programs, and faculty as needed.
Property management to verify purchasing, receipt, and tracking of capital equipment. 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. Monitor and update space use in collaboration with PIs.
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
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,http://adminguide.stanford.edu
The expected pay range for this position is $31.73 to $43.75 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) 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.
Additional Information
Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 101174
Work Arrangement : Hybrid Eligible