Administrative Assistant

Company Description

At Lucile Packard Children’s Hospital Stanford, we know world‑renowned care begins with world‑class caring. That’s why we combine advanced technologies and breakthrough discoveries with family‑centered care. It’s why we provide our caregivers with continuing education and state‑of‑the‑art facilities, like the newly remodeled Lucile Packard Children’s Hospital Stanford. And it’s why we need caring, committed people on our team – like you.

Join us on our mission to heal humanity, one child and family at a time.

This paragraph summarizes the general nature, level and purpose of the job.

The Administrative Assistant provides a variety of professional clerical and administrative support to a director/manager/supervisory level leader including managing email and calendar, organising files and documents, assisting with budgets, contracts, and making travel arrangements. Maintains calendars and facilitates meetings for departmental management and staff. Performs work to maximise the efficiency of departmental operations (e.g., submitting tickets, ordering supplies, etc.) within scope of authority and established policy.

Performs various administrative and office support duties in support of leader/department.

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks and responsibilities. Employees may also perform other duties as assigned.

Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programmes, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.

Must perform all duties and responsibilities in accordance with the hospital’s policies and procedures, including its Service Standards and its Code of Conduct.

• Schedules meetings and manages leader(s) and department calendar(s). Resolves calendar conflicts.
• Arranges meeting and special events including room scheduling, vendor liaison, organising meeting/event materials, logistics for attendees etc.
• Participates in departmental meetings to achieve hospital and departmental mission, values and goals.
• Creates and distributes meeting agendas and takes meeting minutes as needed.
• Performs various administrative and support duties (e.g., filing, copying, scanning, documenting etc.).
• Composes and distributes correspondence (e.g., letters, memos, reports, presentations, forms etc.).
• Completes ad‑hoc projects related to departmental operations.
• Maintains office supply inventory and orders additional supplies following established procedures. Orders supplies that are department specific and follows up on work orders.
• Completes expense reports and/or check requests and processes invoices.
• Reviews purchase orders and tracks project expenses.
• Screens incoming calls, messages and mail for departmental staff. Relays information to appropriate individuals in a timely manner.
• Handles sensitive and confidential information with discretion and professionalism.
• Assists with the organisation and coordination of department‑specific special or sponsored events, including conferences and employee engagement activities. Duties may include researching/compiling information; coordinating activities between departments and/or outside services.
• Submits facility and Information Services tickets based on departmental need.
• Monitors department budget and reconciles spending card accounts regularly in accordance with established policy.
• Maintains department records (online & physical).
• Prepares ad‑hoc reports and visualisation for department meetings and various other presentations. May assume responsibility for special projects relating to department functions.
• Arranges travel and travel accommodations in compliance with…