Administrative Associate

The Department of Medicine is committed to setting the highest standards for patient care, ground-breaking biomedical research, professional education, teaching, and training. We are devoted to advancing the science of medicine by developing new methods to prevent, diagnose, and treat all aspects of human disease and strive to provide compassionate and pioneering health care to all of our patients.

The Department of Medicine, Division of Stanford Health Care Tri-Valley (SHC Tri-Valley) is recruiting a highly organized, detail-oriented, professional Administrative Associate 2 with exceptional customer service and operational skills to join our team in Pleasanton, CA. This position is a Stanford University position in a dynamic hospital, school, and departmental environment and will be on-site with possible hybrid eligibility. The incumbent will support the Administrative Division Director, School of Medicine (SoM) faculty, and faculty Advanced Practice Providers (APPs). The incumbent will also directly provide administrative support to the SoM Academic Physician in Chief, Chief Medical Officer, Director of Education, and Director of Research, with SoM responsibilities. This role involves heavy calendar management, travel coordination, and resolving conflicts related to scheduling. Other involvement includes responsibilities associated with onboarding providers, students, and residents, providing orientations, refining processes, possible website management back-up, general projects, and events, assisting with space moves, and performing financial operations. This position will be responsible for ensuring the SoM Administrative Office is organized and that faculty and their support staff have the necessary tools to be successful.

The Division of SHC Tri-Valley supports all SoM credentialed providers at SHC Tri-Valley in the Pleasanton and Livermore areas.  The division is dynamically involved in bringing new service lines to the community, as well as establishing research opportunities and educational electives in the Tri-Valley area. Through the partnership of the different SoM service lines at SHC Tri-Valley, the division is committed to helping physicians bridge the gap of educating the next generation of physicians and the surrounding community as we grow our presence in the Tri-Valley area.
The SHC Tri-Valley team is committed to cultivating a fun work environment that champions employee well-being, engagement and professional development. This newly created position will partner with the Administrative Division Director, two Administrative Associates, and the Family Medicine Residency Coordinator, as well as have the unique opportunity to assist faculty who are internationally recognized for providing care for the most difficult problems in healthcare today.

The ideal candidate will be driven to deliver excellent administrative support, strengthen our organizational alignment, and optimize our collaborative environment while being resourceful in their daily work. The Department of Medicine is an energetic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles. 

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 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.

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.

DESIRED QUALIFICATIONS:

• Bachelor’s Degree in Health Administration, Business Administration, or related degree.
• Project management experience.
• Understanding of basic accounting and financial concepts.
• Experience with Adobe Creative Suite and Adobe Experience Manager (AEM).
• Intermediate skills in Smartsheet.
• Familiarity and skills with QGenda scheduling.
• Experienced knowledge of Outlook Suites.
• Resourcefulness.

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.

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 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 at [email protected]. For all other inquiries, please submit a contact form .

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, http://adminguide.stanford.edu/ .
  

The expected hourly pay range for this position is $26.92 - $37.02. 
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.

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.