Administrative Associate, General Surgery (Hybrid Opportunity)

Company: Stanford University
Location: Palo Alto
Posted on: November 1, 2024

Job Description:

Administrative Associate, General Surgery (Hybrid Opportunity)This is a hybrid position (3 days/week in the office and telecommuting 2 days/week). Changes to the hybrid schedule are subject to operational needs.The Department of Surgery is leading the way in medical education, research, and healthcare innovation, spanning from benchtop research to international programs. We pride ourselves on providing exceptional patient care, delivering high-quality undergraduate and graduate education, and advancing the field of surgery through cutting-edge basic science and clinical research.The Division of General Surgery is seeking a highly motivated and skilled Administrative Associate to provide comprehensive administrative and operational support, with limited supervision, 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.Duties include:

• 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. 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.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 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.WORK STANDARDS:
        • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
        • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
        • Subject to and expected to comply with all applicable University policies and procedures.The expected pay range for this position is $39.46 to $44.30 per hour.At Stanford University, base pay represents only one aspect of the comprehensive rewards package. 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.
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Keywords: Stanford University, Tracy , Administrative Associate, General Surgery (Hybrid Opportunity), Administration, Clerical , Palo Alto, California