Administrative Associate 2 (Hybrid Opportunity)
Stanford University · Stanford, California, United States · hybrid
The Division of Primary Care and Population Health seeks to serve our community through caring, learning, and innovation for the whole person through all stages of life. While engaged in practice and teaching, our faculty are dedicated to establishing new knowledge as the basis for future practice and prevention, and to the greatest extent possible applying that knowledge to improve care for all and reduce health disparities.
Our growing division is looking for a highly organized and motivated self-starter who is excited to contribute, learn, and grow with our team. The ideal candidate is a positive and collaborative team player who can adapt to different working styles and changing priorities. They will be comfortable working independently, taking initiative, coordinating events and logistics, and bringing a flexible, can-do, and solutions-oriented approach to their work.
This position will be in a hybrid environment, frequenting the office 2-3 days a week in Palo Alto, CA.
Core Duties:
- Respond to inquiries, and determine and take appropriate action
as required. Serve as a resource regarding a defined set of policies and
procedures.
- Perform duties associated with scheduling, organizing, and
operating conferences, seminars, and events, including recommending
vendors for services, overseeing the production and distribution of
materials, coordinating logistics, and serving as liaison with internal
and external vendors.
- Draft and/or generate routine communications; coordinate
production (formatting, copying, etc.) and dissemination of documents,
such as presentations, course handouts, grant proposals, conference and
seminar materials, reports, brochures, and displays.
- Plan and schedule calendar(s) based on consultation, resolve
calendaring conflicts, and arrange travel in compliance with unit,
university, and sponsor policies.
- Process and monitor routine financial transactions, which may
include researching and resolving discrepancies.
- Maintain office supplies and equipment; obtain vendor quotations,
as needed. Coordinate office moves.
- May serve as the point of contact for general maintenance, health
and safety, and other facility concerns within the unit(s); report any
incidents or potential safety problems to appropriate representatives.
Track completion of required training.
- Maintain approved content on websites.
- May perform human resources transactional support, e.g. time
cards, I9s, and/or faculty affairs support.
- May guide and train student and/or contingent workers including
scheduling, assigning, and prioritizing workloads, setting appropriate
deadlines, and reviewing work for quality and timeliness.
Minimum Education and
Experience
High school diploma and three years of administrative experience, or
combination of education and relevant experience.
Knowledge, Skills and Abilities:
- Proficient computer skills and demonstrated experience with
office software and email applications.
- Demonstrated success in following through and completing routine
tasks.
- Strong organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize and multi-task.