Administrative Assistant - School of Medicine

Avispa Technology • Stanford, CA • 3w ago

Administrative Assistant - School of Medicine 1403730 A leading university is seeking an Administrative Assistant - School of Medicine. The successful candidate will manage a complex calendar, support the needs and priorities of the department, and serve as a liaison between the Chair and various internal and external constituencies. The ideal candidate has two or more years of experience as an Administrative Assistant in a university, (preferably in the School of Medicine). The company offers a great work environment! Administrative Assistant - School of Medicine Pay and Benefits: Hourly pay: $30/hr - $35/hr Worksite: Leading University (Stanford, CA 94305 - Onsite) W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL 40 hours/week, 3 Month Assignment Administrative Assistant - School of Medicine Responsibilities: Complex calendaring: Anticipate the Chair's needs and act independently to triage meeting requests, schedule, and reschedule. Develop a calendaring system with the Chair to manage the constant meeting requests & outstanding items. Establish priorities and resolve problems: Understand the needs and priorities of the Department, Chair and leadership team, and act in support of those by identifying and resolving problems. Expected to routinely work independently in this area, seeking guidance from the Chair and the department as needed. Serve as liaison between the Chair and various internal and external constituencies: Be the first point of contact for internal and external colleagues. Understand and evaluate requests and prioritize them for the Chair. Perform event planning, including planning logistics for monthly department faculty meetings. Draft letters of recommendation, emails, department communications, and other correspondence for the department Chair based upon meetings and attendance on behalf of the chair, internal/external rules and regulations, etc. Manage travel reservations: Successfully manage complex travel arrangements for the chair and other visiting VIPs. Process reimbursements and clear PCard and Tcard expenses. Responsible for distilling information and preparing reports to disseminate information to the Chair and department; must independently offer recommendations and conclusions. Constantly manage multiple complex projects associated with the Chair; must expertly manage all details to ensure the Chair understands what is expected of her for all requests, meetings, etc. Administrative Assistant - School of Medicine Qualifications: 5 years of relevant experience. 2+ years of experience as an Administrative Assistant in a university (preferably in the School of Medicine). Demonstrated high-level administrative experience, including advanced computer skills and experience with office software and email applications. Preferably experience with Smartsheet. Excellent verbal and written communication skills, including editing and proofreading. Excellent planning and organizational skills. Ability to take initiative and ownership of projects. Demonstrated ability to handle sensitive issues and maintain confidentiality. Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact. Ability to multi-task, adapt to changing priorities, and meet deadlines. Able to manage high-volume calendaring requests. A quick learner who can multitask, prioritize, and handle sensitive information. Shift: * Monday to Friday from 08:00 AM to 04:30 PM.

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