Operations Excellence Administrative Associate
Company: Stanford Medicine
Posted on: May 13, 2022
With more than 2,300 faculty, each providing a unique mix of
research, education, and patient care effort, organized in 30
academic departments and 16 interdisciplinary institutes and
centers, supported by more than 3,600 staff, educating 3,000
students, postdoctoral fellows, clinical residents/fellows, and
trainees, and collectively generating about $3.2B in revenues, the
School of Medicine is Stanford's largest school and truly a complex
Holistically, the School of Medicine is rooted in an inclusive
culture of excellence and diversity that values innovation,
collaboration, and life-long learning. To foster the talents and
aspirations of staff, Stanford offers career development programs,
competitive pay that keeps pace with market trends, and benefits
that increase financial stability and promote healthy, fulfilling
Join the Stanford School of Medicine Human Resources Group (HRG) in
leading and changing medicine as we know it today. We are seeking
an Administrative Associate 3 to provide administrative or
operational support with limited supervision. May be responsible
for leading other administrative staff or subordinates.
- 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.
- 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
- 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
* - Other duties may also be assigned
- Knowledge of Stanford University, School of Medicine systems is
- Knowledge of Zoom, Smartsheets, Qualtrics, Google Drive,
- Knowledge of Oracle Financials system to process PCard
verification, SU Expense requests, and SU internet procurement
requests is a plus.
EDUCATION & EXPERIENCE (REQUIRED):
- High school diploma and four years of administrative
experience, or a combination of education and relevant
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Advanced computer skills and demonstrated experience with
office software and email applications.
- Demonstrated success in following through and completing
- 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
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment
in making decisions
- 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.
- Interpersonal Skills: Demonstrates the ability to work well
with Stanford colleagues and clients and with external
- 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
- Subject to and expected to comply with all applicable
University policies and procedures, including but not limited to
the personnel policies and other policies found in the University's
Administrative Guide, http://adminguide.stanford.edu
As an organization that receives federal funding, Stanford
University has a COVID-19 vaccination requirement that will apply
to all university employees, including those working remotely in
the United States and applicable subcontractors. To learn more
about COVID policies and guidelines for Stanford University Staff,
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Pay Grade: F
- Requisition ID: 93684 As an organization that receives federal
funding, Stanford University has a COVID-19 vaccination requirement
that will apply to all university employees, including those
working remotely in the United States and applicable
subcontractors. To learn more about COVID policies and guidelines
for Stanford University Staff, please visit
Keywords: Stanford Medicine, Pleasanton , Operations Excellence Administrative Associate, Administration, Clerical , Pleasanton, California
Didn't find what you're looking for? Search again!