Administrative Associate 3

Stanford University, one of Silicon Valley's largest and unique employers and its mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative and rewarding place to work. This is an excellent opportunity for a highly self-motivated learner willing and eager to take on new challenges in a dynamic and fast-paced environment.

We are seeking an Administrative Associate 3 to provide high-level administrative support in the department. The ideal candidate will possess excellent organizational skills with attention to detail, excellent verbal and written communication skills, excellent customer service and interpersonal skills.

Duties include*:

* Act on behalf of the supervisor, department manager, or chair in regards 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 event within budget. This includes the Department Call Schedule and the calendars of multiple faculty members.

* 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. Must be highly organized in order to adapt to changes, knowing when key meetings are taking place and following up on unresolved issues all the while taking into consideration a very busy clinic and OR schedules.

* 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. May assist with capital or special equipment requests and/or vendor selection.

* Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

* Create and track expense reimbursements for faculty and visitors to ensure reimbursements are processed in a timely manner and vendor payments are processed appropriately.

* 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.

* - Other duties may also be assigned.

Qualifications:

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 work independently, prioritize workload and meet strict deadlines.

* High level of attention to detail and accuracy.

* Demonstrated ability to act with tact and maintain confidentiality.

* Demonstrated problem solving and analytical skills.

* Demonstrated 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 AND 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.
* - 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.

WORKING CONDITIONS:

* Interpersonal

Skills:

Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

* Promote Culture of…