Administrative Support Specialist

1 week ago

Stanford, California, United States Stanford University Full time

Stanford University, a prominent institution in Silicon Valley, is currently seeking an Administrative Support Specialist to deliver essential administrative assistance to faculty members at the School of Medicine.

Stanford's commitment to nurturing future leaders and fostering interdisciplinary, world-class research and education creates a vibrant and fulfilling work environment.

This role presents an outstanding opportunity for a self-driven individual who is enthusiastic about embracing new challenges in a dynamic and fast-paced setting.

The selected candidate will provide support to the Surgical Director of the Stanford Brain Tumor, Skull Base, and Pituitary Centers, who is globally recognized for his proficiency in minimally invasive brain surgery and complex brain tumor procedures.


Key Responsibilities:

- Represent the supervisor or department manager in establishing priorities and addressing administrative challenges.

- Manage and execute tasks related to organizing and facilitating complex conferences, seminars, and events, including vendor coordination, material production, and budget management.

- Draft and edit documents and correspondence for various purposes, ensuring accuracy and clarity.

- Maintain and update unit documents, reports, brochures, and digital content to ensure precision and relevance.

- Schedule appointments and manage calendars with minimal guidance, resolving conflicts and arranging travel in accordance with policies.

- Generate complex reports and spreadsheets using specialized software.

- Oversee and process intricate financial transactions, monitor budget statements, and address discrepancies.

- Assist with equipment requests and vendor selection as needed.

- Coordinate routine maintenance services and manage office relocations or minor renovations.

- Supervise day-to-day activities of student and temporary workers, including task assignment and performance reviews.

  • Additional duties may be assigned as necessary.

Preferred Qualifications:
- Experience in an academic healthcare environment. - Familiarity with online ordering and financial reporting systems. - Knowledge of medical terminology.Education & Experience (Required):
- High school diploma and four years of relevant administrative experience, or a combination of education and experience.Knowledge, Skills, and Abilities (Required):
- Proficient in office software and email applications. - Proven ability to complete projects effectively. - Exceptional organizational skills and attention to detail. - Strong verbal and written communication skills. - Excellent customer service and interpersonal abilities. - Capacity to prioritize tasks and delegate responsibilities. - Initiative and ownership of projects. - Ability to exercise sound judgment in decision-making. - Competence in handling confidential information professionally. - Adaptability to a fast-paced work environment.
Physical Requirements:
- Regularly perform desk-based computer tasks. - Frequently sit for extended periods.

- Occasionally stand, walk, reach, and manipulate objects weighing up to 10 pounds.

- Rarely twist, bend, or kneel.

  • Stanford University is committed to providing reasonable accommodations for employees with disabilities.

Work Standards:
Interpersonal Skills:
- Ability to collaborate effectively with colleagues and external organizations.Commitment to Safety:
- Demonstrates personal responsibility and values safety in the workplace.

- Expected to comply with all relevant University policies and procedures.

The anticipated pay range for this position is $33.17 to $43.75 per hour, reflecting Stanford University's good faith estimate for compensation.

Compensation will be determined based on various factors, including the scope of responsibilities, candidate qualifications, and departmental budget considerations.

Stanford University offers a comprehensive rewards package, details of which can be discussed during the hiring process.

Stanford is an equal employment opportunity and affirmative action employer, ensuring all qualified applicants receive consideration without regard to protected characteristics.

The responsibilities outlined are typical for this job classification and may vary based on departmental needs.

Employees may also be assigned additional duties as required.

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