Administrative Associate
School of Medicine, Stanford, California, United States
New
Administration
Post Date 11 hours ago
Requisition # 108604
The Department of Anesthesiology, Perioperative, and Pain Medicine, at Stanford University's School of Medicine, is a world-leading department that offers comprehensive training and perioperative patient care, pain management, and critical care medicine as well as cutting-edge research, encompassing a wide spectrum of programs in basic, translational, clinical, health services and medical education.
The Department of Anesthesiology, Perioperative, and Pain Medicine is seeking an Administrative Associate 2 to provide administrative support under the supervision of the Programs Manager. Key responsibilities include responding to inquiries, managing appointments and reimbursements for Postdocs and Visitors, and serving as a liaison with various stakeholders.
This role will also handle appointment processing for international visitors, manage visa applications, and provide support for the Advanced Clinical Experience (ACE) programs. The Administrative Associate will be an active member of the Anesthesiology Education Services team, working closely with both the education and research teams.
At Stanford University School of Medicine, the work we do touches the lives of those today and tomorrow. Through education, research, and health care, the School of Medicine improves health through leadership, diversity, collaborative discoveries, and innovation in health care. Whether working in departments with faculty, or in units that support the school, our staff are a part of teams that propel us on our journey toward the future of medicine and Precision Health.
Stanford is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
The School of Medicine and the Department of Anesthesia are committed to diversity, equity, and inclusion for its faculty, staff, residents, postdocs, and fellows. We aim to recruit, support, retain, and promote diversity in our department.
For more information on our department, please see our website:https://med.stanford.edu/anesthesia.html
Duties include:
? 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, complex 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.
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- Other duties may also be assigned
DESIRED QUALIFICATIONS:
? Experience in an academic setting, preferable at Stanford.
? Experience related to postdoctoral policies and procedures.
? Experience with International visitors and visas.
? Experience with Google Drive, Smartsheets, and Excel.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and three years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
? 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.
? Ability to take initiative and ownership of projects.
? Ability to routinely and independently exercise sound judgment in making decisions.
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.
The expected pay range for this position is $31.97 to $38.40 per hour.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
Additional Information
Schedule: Full-time
Job Code: 4097
Employee Status: Regular
Grade: E
Requisition ID: 108604
Work Arrangement : Hybrid Eligible
