Administrative Associate

Company: Stanford University
Location: Stanford
Posted on: January 22, 2025

Job Description:

Are you ready to take the next step in your administrative career and make a significant impact?

The Division of Cardiovascular Medicine seeks a dynamic and experienced Administrative Associate to support faculty members within our division.

The Division of Cardiovascular Medicine is at the forefront of cutting-edge research, clinical care, and education in the field of cardiology. Our division is driven by over 100 faculty, clinician educators, and instructors who are the pillar of strength in the ongoing efforts in the prevention and treatment of cardiovascular disease. 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.

As the Administrative Associate, you will support faculty members, assisting them with moderate to complex calendaring, producing communications, coordinating conference logistics, processing financial transactions, and various other administrative tasks.

Key responsibilities include:

• Team Player: Actively contribute to the team to meet goals and complete tasks to ensure the seamless operation of divisional administrative functions.
• Attention to Detail: Confirming documents and other important information is accurate, which saves time and builds trust with faculty and staff immediately.
• Faculty Support: Provide direct administrative support to various faculty members, managing their calendars and assisting with various administrative tasks as needed.
• Division Support: Serve as a central point of contact for general divisional inquiries and provide support as required to ensure the division runs smoothly. Joining our team means becoming part of a collaborative and innovative environment dedicated to advancing cardiovascular medicine. If you're ready to make a difference and take on new challenges, we encourage you to submit your resume and cover letter today.
  
  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, 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 guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
    
    DESIRED QUALIFICATIONS:
    • College Degree
    • Experience/desire to work in an academic setting
    • Event planning experience
    • Demonstrated willingness to learn and work well on a team
      
      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.
          
          CERTIFICATIONS & LICENSES:
          • None
            
            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.
              
              WORKING CONDITIONS:
              • Position may at times require the employee to work with or be in areas where hazardous materials and/or exposure to chemicals, blood, body fluid or tissues and risk of exposure to contagious diseases and infections.
              • May require extended or unusual work hours based on research requirements and business needs.
                
                WORKING 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, .
                  
                  The expected pay range for this position is $31.79 to $37.96 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 ( ) 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.
                  
                  Why Stanford is for You
                  
                  Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
                  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
                  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
                  • A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
                  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
                  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.
                    
                    Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form .
                    
                    Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
                    
                    The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
                    
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Keywords: Stanford University, Santa Rosa , Administrative Associate, Accounting, Auditing , Stanford, California