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Administrative Associate 3, Surgery Operations (Hybrid Opportunity)

School of Medicine, Stanford, California, United States

New

Administration

Post Date 3 days ago

Requisition # 105930

Please note this position will be based on the Stanford campus and is a hybrid (working on-site and working from home) subject to operational needs.

From benchtop research to international programs, the Department of Surgery provides exceptional patient care, delivers outstanding undergraduate and graduate education, and furthers the field of surgery through innovative basic science and clinical research.

The Department of Surgery seeks an experienced Administrative Associate 3 to provide high-level operational support to the Department Faculty Affairs leadership in a complex academic/clinical environment in the School of Medicine. This position requires an individual who can work independently and with minimal direction in performance of their duties.

Duties include:

• Post job announcements, and distribute other outreach materials to attract candidates.

• Coordinate all logistical aspects of candidate visits, including arranging transportation and accommodations, scheduling meetings and interviews, and processing reimbursements.

• Maintain records documenting search, recruitment, and appointment/promotion processes.

• Process and track approved activities (e.g., sabbaticals and other leaves, resignations, retirements, FTE changes), and maintain appropriate documentation and communication.

• Assist in coordination of visa process, as needed.

• Overseeing and/or performing 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.

• Composing and drafting documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking.

• Planning and scheduling calendars with limited consultation, resolving calendaring conflicts, and arranging travel in compliance with department, university, and sponsor policies.

• Creating reports and spreadsheets which may utilize specialized software and systems.

• • Other duties may also be assigned.

**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 (Microsoft PowerPoint and Word) 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.

**DESIRED QUALIFICATIONS:**

• College degree

• 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.

**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._ **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, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,http://adminguide.stanford.edu.

**The expected pay range for this position is $39.46 to $44.30 per hour.** **Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.** **At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.** _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. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned._ _Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources atstanfordelr@stanford.edu. For all other inquiries, please submit acontact form._ _Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law._ Additional Information

• Schedule: Full-time

• Job Code: 4098

• Employee Status: Regular

• Grade: F

• Requisition ID: 105930

• Work Arrangement : Hybrid Eligible