Administrative Associate 3

The Department of Pediatrics, Division of Neonatal and Developmental Medicine aims to provide optimum state-of -the-art care for critically ill and recovering neonates and infants. We are dedicated to the School of Medicine's mission of advancing and exploring innovative and novel biomedical, translational, and clinical research and education through the nurturing stimulation of interactions among basic and clinical scientists, clinicians, and educators throughout the School of Medicine and University, as well as with the private and public sectors. Through our integrated research, education, patient, and community outreach programs, we are committed to maintaining the highest standards of academic medicine and patient care.

The Division is seeking a 1.0 FTE, full time Senior Administrative Associate (Administrative Associate 3) to provide administrative or operational support with limited supervision to 4-6 faculty and their program managers. Faculty will have varying levels of support needs ranging from reimbursements, managing calendars, making travel arrangements, and support in grant submissions. This is a hybrid role that will be required to be onsite 2 days a week, with additional days on an as needed basis.

Duties include:

·        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.

·        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.

* - Other duties may also be assigned

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. The hourly rate for this position working in the California Bay area is between $33.17 to $43.74 based on commensurate experience and background.

DESIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• 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.
• 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

• 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.

  * - 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.

  Additional PHYSICAL REQUIREMENTS: 

  WORKING CONDITIONS:

  Additional WORKING CONDITIONS:
  

~ All members of the Department of Pediatrics are engaged in continuous learning and improvement to foster a culture where diversity, equity, inclusion, and justice are central to all aspects of our work. The Department collectively and publicly commits to continuously promoting anti-racism and equity through its policies, programs, and practices at all levels. ~