Administrative Associate 3, General Surgery (Hybrid Opportunity)
Stanford University · Stanford, California, United States · hybrid
This is a hybrid position (3-4 days/week in the office and telecommuting 1-2 days/week). Changes to the hybrid schedule are subject to operational needs.
The Division of General Surgery is seeking an experienced Administrative Associate 3 to provide high-level administrative support to faculty and division leadership. This is a great opportunity for someone who is organized, resourceful, and comfortable working independently while managing multiple priorities. We’re looking for someone who communicates effectively, builds strong relationships, and takes pride in delivering high-quality support.
Desired Qualifications:
- 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.
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.