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Administrative Associate 2
2 months ago
The Byers Eye Institute at Stanford University School of Medicine is seeking a highly skilled and detail-oriented Administrative Associate 2 to provide vital administrative and operational support under general supervision. This role will contribute to the smooth functioning of our department, ensuring seamless day-to-day operations and exceptional customer service.
Key Responsibilities- Respond to inquiries and determine the most appropriate course of action.
- Coordinate scheduling, organization, and operation of conferences, seminars, and events, including vendor management and logistics.
- Draft and generate routine communications, coordinate production and dissemination of documents, and maintain approved content on websites.
- Plan and schedule calendars, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
- Process and monitor routine financial transactions, researching and resolving discrepancies as needed.
- Maintain office supplies and equipment, coordinate office moves, and serve as the point of contact for general maintenance, health and safety, and other facility concerns.
- May perform human resources transactional support, including time cards, I9s, and faculty affairs support.
- May guide and train student and/or contingent workers, including scheduling, assigning, and prioritizing workloads, setting deadlines, and reviewing work for quality and timeliness.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with office equipment, such as printers, scanners, and teleconferencing tools.
- Experience with scheduling software or calendar management tools.
- Excellent written and verbal communication skills.
- Ability to draft, edit, and proofread documents and correspondence.
- Strong organizational skills with attention to detail.
- Ability to prioritize tasks and manage time effectively.
- Capable of handling multiple projects simultaneously and meeting deadlines.
- Ability to work collaboratively in a team environment.
- Professional demeanor and strong customer service skills.
- Flexibility in handling changing priorities and diverse tasks.
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills, and Abilities- Proficient computer skills and demonstrated experience with office software and email applications.
- Demonstrated success in following through and completing routine tasks.
- Strong organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize and multi-task.
- 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.
- 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.
