Administrative Associate, General Surgery

3 weeks ago

Palo Alto, California, United States Stanford University Full time

Stanford University Medical Center is seeking a highly skilled Administrative Associate to provide comprehensive administrative and operational support to four faculty members in the Section of Trauma/Critical Care.

This fast-paced role requires accuracy, initiative, and flexibility. The ideal candidate will be proactive, resourceful, and comfortable working both independently and as part of a team. Strong problem-solving skills and organizational abilities are essential. Adaptability and a strong sense of organization are key to meeting the demands of this dynamic academic setting.

Key Responsibilities:

  • Act on behalf of the supervisor, department manager, or chair in regard 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 events 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.

Desired Qualifications:

  • Prior work experience at Stanford University and/or in higher education strongly preferred.
  • Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred.
  • Ability to independently compose/draft correspondence on behalf of the department leadership.
  • Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

Education & Experience (Required):

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

Knowledge, Skills & Abilities (Required):

  • 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.

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.

Work Standards:

  • Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

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