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Administrative Associate 3

Company: Stanford Medicine
Location: Milpitas
Posted on: January 10, 2022

Job Description:

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision.

The Administrative Associate (AA) is responsible for providing a full range of administrative support to the Associate Dean, Director of Business Operations and Finance and Director of Transformational Initiatives for the Office of Facilities Planning and Management (OFPM). This is a busy and complex position requiring a high level of judgment, initiative, attention to detail, confidentiality and follow through. Interactions in-person, email or telephone will require highly independent, unsupervised work. Key duties which require a significant degree of independence and accuracy and can be summarized as follows: meeting management and support, communications/data organization, travel, processing reimbursements, document management and special projects. The AA is required to provide quick and thorough response to requests from OFPM staff members and external constituencies. The AA collaborates with the other Dean's Office staff as well as others both internal and external to the School of Medicine and the University. Because this position represents the Office of the Dean, a very high degree of tact, diplomacy and attention to detail is required.

This position is a point of contact not only for Stanford University faculty and staff but also for associations, vendors, and institutions external to Stanford. This requires this position to understand the complexity of the OFPM department, SoM and Stanford University regarding who to contact for a response and the organizational skills to follow-up as needed. In addition, as appropriate, the Associate Dean and Director of BP&F must be apprised of requests and have their basic administrative tasks such as calendaring and reimbursements effectively managed.

The successful candidate will work as part of a collaborative team, engaging in cross-training and providing backup administrative coverage with unparalleled leading edge community of faculty and staff that are fundamentally changing the world of health care.

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.
  • May perform human resources transactional support, e.g. time cards and time-off tracking.
  • 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

    • 3+ years professional administrative experience supporting senior managers with complex calendar scheduling
    • Experienced in Outlook Calendar, specifically calendar management and meeting creation
    • Proficient in business software including: MS Word, Excel, Powerpoint, BOX, Adobe Acrobat, and Zoom
    • Stanford administrative experience a plus, including processing financial transactions
    • Demonstrated success in planning and executing events

      • 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 decisions

          • 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,

              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.

              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.

              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.

              Additional Information
              • Schedule: Full-time
              • Job Code: 4103
              • Employee Status: Regular
              • Pay Grade: F
              • Requisition ID: 91317 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, Milpitas , Administrative Associate 3, Administration, Clerical , Milpitas, California

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