Administrative Associate 3 (Hybrid Opportunity)
Stanford University · Stanford, California, United States · hybrid
Are you detail-oriented, organized, and passionate about supporting top-tier medical professionals? The Division of Cardiovascular Medicine seeks a dynamic individual to join our team as an Administrative Associate 3. The Division of Cardiovascular Medicine is at the forefront of cutting-edge research, clinical care, and education in the field of cardiology. By joining our team, you can work alongside world-renowned faculty members and amazing staff and contribute to our mission of advancing cardiovascular health through excellence in research, education, and patient care. In this role, you will directly support 5-8 esteemed faculty members, ensuring the smooth operation of their administrative needs, and assist with the annual space survey—a critical component of our division's operations and resource allocation strategy.
The ideal candidate brings at least 3 years of proven experience in administrative support, ideally within Stanford. Proficiency in the Microsoft Office suite and the ability to quickly learn and navigate new software systems are essential. Exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously are crucial for success in this role. Excellent communication and interpersonal skills are also required, as the role involves interacting professionally with faculty, staff, and external stakeholders.
Key responsibilities include:
- Faculty Support: You will serve as the primary point of contact for faculty members, managing calendars, scheduling appointments, and coordinating meetings.
- Financial Management: Handle reimbursements, process purchase orders, and assist with budget tracking to ensure efficient fiscal management.
- Conference Organization: Aid in coordinating and organizing weekly conferences, ensuring all logistics are handled seamlessly.
- Subject Matter Expertise: Become proficient in our clinical call schedule software and serve as the division's go-to expert. Train other administrative staff on software usage, contributing to the division's operational efficiency and maintaining a high level of clinical care.
- Space Survey Assistance: Assist with the annual space survey, contributing valuable insights to division operations and resource allocation.
If you are ready to take the next step in your administrative professional career, please submit a resume and cover letter and join our team!
This is a hybrid opportunity.
Desired Qualifications:
- Bachelors Degree
- Previous Stanford Experience
Core Duties:
- 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.
Minimum Education and
Experience
High school diploma and four years of administrative experience, or
combination of education and relevant experience.
Knowledge, Skills and Abilities:
- 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.
- Excellent 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.