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Stanford University Administrative Associate 3 in Stanford, California

Administrative Associate 3

School of Medicine, Stanford, California, United States

Administration

Post Date Sep 09, 2022

Requisition # 95658

The Department of Psychiatry and Behavioral Sciences within Stanford University’s School of Medicine is seeking anAdministrative Associate 3 (AA3) at 75% FTE toprovide administrative and operational support to the Division Chief withinMedical Psychiatry andthe Quality Improvement Programs supporting adult clinical services (Improvement Capability Development Program, Value Based Care Program, Care Review Committee, Quality Council). To be successful in this position, you will need to extremely organized and able to multitask. This role could potentially have ahybrid work arrangement; with work primarily at a Stanford work location and one- or two-days telecommuting.

Interested candidates should include a copy of their CV and a cover letter to their application.

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.

  • 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.

  • 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

DESIRED QUALIFICATIONS:

  • Excellent office administrative and organizational skills – required.

  • Skills in designing and maintaining the Division’s website – highly desirable.

  • Skill in developing the schedule for multiple parallel services – necessary.

  • Experience and training in the management of research protocols – highly desirable.

  • Self-starter and ability to be an independent worker

  • Proficiency with presentation tools (e.g. PowerPoint), survey tools (e.g. Qualtrics) and meeting scheduling tools

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.

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

*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 https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Additional Information

  • Schedule: Part-time

  • Job Code: 4103

  • Employee Status: Regular

  • Grade: F

  • Requisition ID: 95658

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