Administrative Support Specialist

2 weeks ago

Stanford CA, United States Stanford University Full time
Job Summary

This is an exciting opportunity to join the Stanford University team as an Administrative Associate 3 in the Division of Vascular Surgery. As a skilled administrative professional, you will provide exceptional support to the supervisor, department manager, or chair, ensuring the smooth operation of the department.

Key Responsibilities
  • Act as a liaison between the supervisor, department manager, or chair and other stakeholders, establishing priorities and resolving administrative issues.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors and managing logistics.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports, performing 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 utilizing specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions, including assisting with capital or special equipment requests and/or vendor selection.
  • Plan and coordinate office moves and/or minor renovation projects.
  • 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.
Requirements
  • Prior work experience at Stanford University and/or in higher education is strongly preferred.
  • Must be flexible, dependable, and able to handle multiple priorities with conflicting deadlines.
  • 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.
  • Ability to take initiative and ownership of projects.
Working Conditions

This is a hybrid position, requiring 3 days of on-site work and 2 days of telecommuting. The successful candidate will be expected to perform desk-based computer tasks, 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.

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.

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 Cardinal at Work website provides detailed information on Stanford's extensive range of benefits and rewards offered to employees.

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.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities.

Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at.

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.

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