Administrative Associate 3

3 days ago

Stanford, United States Stanford University Full time

Are you detail-oriented, organized, and passionate about supporting top-tier medical professionals? The Division of Cardiovascular Medicine seeks a dynamic individual to join our team as an Administrative Associate 3. The Division of Cardiovascular Medicine is at the forefront of cutting-edge research, clinical care, and education in the field of cardiology. By joining our team, you can work alongside world-renowned faculty members and amazing staff and contribute to our mission of advancing cardiovascular health through excellence in research, education, and patient care. In this role, you will directly support 5-8 esteemed faculty members, ensuring the smooth operation of their administrative needs, and assist with the annual space survey—a critical component of our division's operations and resource allocation strategy.

Key responsibilities include:
Faculty Support: You will serve as the primary point of contact for faculty members, managing calendars, scheduling appointments, and coordinating meetings.
Financial Management: Handle reimbursements, process purchase orders, and assist with budget tracking to ensure efficient fiscal management.
Conference Organization: Aid in coordinating and organizing weekly conferences, ensuring all logistics are handled seamlessly.
Subject Matter Expertise: Become proficient in our clinical call schedule software and serve as the division's go-to expert. Train other administrative staff on software usage, contributing to the division's operational efficiency and maintaining a high level of clinical care.
Space Survey Assistance: Assist with the annual space survey, contributing valuable insights to division operations and resource allocation.

If you are ready to take the next step in your administrative professional career, please submit a resume and cover letter and join our team

**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**:

- Stanford experience is desired.

**EDUCATION & EXPERIENCE (REQUIRED)**:

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

**KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED)**:

- 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: D

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