Administrative Associate 2
Stanford University · Stanford, California, United States · hybrid
Stanford University Department of Cardiothoracic Surgery is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision.
Some duties may include:
- Renew Society memberships.
- Cover front desk duties as needed.
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.
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.