Administrative Associate 3

Company: Stanford Medicine
Location: Hayward
Posted on: May 15, 2022

Job Description:

Stanford University, one of Silicon Valley's largest and unique employers and its mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative and rewarding place to work. This is an excellent opportunity for a highly self-motivated learner willing and eager to take on new challenges in a dynamic and fast-paced environment.

We are seeking an Administrative Associate 3 to provide administrative support to the Department Chair and Executive Assistant to assist with calendaring, scheduling, event planning. The AA will also assist with faculty affairs-related issues which involve new faculty recruitment efforts. The ideal candidate will possess excellent organizational skills with attention to detail, excellent verbal and written communication skills, excellent customer service and interpersonal skills.

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.
• 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 renovation projects.
  - Other duties may also be 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.
    
    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,
          
          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
          
          Additional Information
          
          • Schedule: Full-time
          • Job Code: 4103
          • Employee Status: Regular
          • Pay Grade: F
          • Department URL:
          • Requisition ID: 93187 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, Hayward , Administrative Associate 3, Administration, Clerical , Hayward, California