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Stanford University Administrative Associate in Stanford, California

Administrative Associate

School of Medicine, Stanford, California, United States

Administration

Post Date Jan 14, 2022

Requisition # 92832

The Stanford University, Department of Medicine,Division of Oncologyis recruiting for an Administrative Associate 3 to provide complex and diversified administrative support to the Division Chief and Division Administration. The Division of Oncology, is a center of excellence in patient care, medical education, and state-of-the-art research. Cancer is a major public health problem and it is also an exciting challenge for discovery and innovation. Our faculty is dedicated to developing multidisciplinary and lifesaving treatments for people worldwide who are affected by cancer. In addition, to preventing, detecting, and treating cancer, the Division of Oncology is dedicated to the education and training of new leaders in the field of oncology. With over 50 faculty members, the Division is one of the largest in the Department of Medicine.

The Administrative Associate 3 will work closely with the division manager and assistant manager to ensure that all administrative aspects of the division are functioning effectively. This role involves heavy calendar management for the chief and resolving conflicts related to scheduling. The ideal candidate will anticipate the needs of the chief to proactively solve problems and/or independently handle issues. Additionally, the candidate will coordinate meetings, plan events, and manage the division web pages. They will also assist with faculty affairs related matters related to recruitment efforts.

The candidate will be extremely organized, self-motivated, team oriented, and possess the ability to navigate a diverse and complex academic and medical environment.

Excellent administrative skills, attention to detail, outstanding verbal and written communications, a positive outlook, superior customer service, and excellent interpersonal skills are essential for this role. There will be ample opportunities to take on special projects, making this an excellent opportunity for a highly motivated self-starter willing and eager to accept new challenges. This is a fast‐paced work environment that strives for quality and continuous improvement and as the first point of contact, the administrative associate plays a critical role representing the division chief and administration.

As an Administrative Associate in the Division of Oncology at Stanford University, you will provide administrative and operational support to the Department’s faculty and staff members in a dynamic work environment. Regardless of the assignment, you'll be expected to demonstrate strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills. In addition to having a “can-do” attitude and positive demeanor, you must have extraordinary communication skills that allow you to interact with a diverse group of people. Our core values are based on professionalism, integrity, responsibility, and commitment to mission. We foster a team culture which promotes and recognizes the contribution of each member to our success as a division.

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.

  • Create complex reports and spreadsheets which may utilize specialized software and systems.

  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

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.

DESIRED QUALIFICATIONS:

  • 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 work independently, prioritize workload and meet strict deadlines.

  • High level of attention to detail and accuracy.

  • Demonstrated ability to act with tact and maintain confidentiality.

  • Demonstrated problem solving and analytical skills.

  • Demonstrated ability to work well with Stanford colleagues and clients and with

  • external organizations.

  • Prior experience in website management

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.

  • Excellent 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.

WORKING 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/.

Why Stanford is for you

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture andunique perksempower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

  • Discovery and fun. Stroll through historic sculptures, trails, and museums.

  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

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.

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 visithttps://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Additional Information

  • Schedule: Full-time

  • Job Code: 4103

  • Employee Status: Regular

  • Grade: F

  • Requisition ID: 92832

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