Administrative Coordinator (Hybrid)

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

*- Other duties may also be assigned.

The mission of the Stanford School of Medicine (SoM) Fiscal Affairs Group is to provide innovative services and solutions to the financial operations and challenges of the SoM.  The group is composed of three distinct operating units - Controller , Budget & Financial Planning , and Faculty Compensation , and we achieve success by collaborating with our partners in the School of Medicine Departments, Stanford Health Care, Lucile Packard Children’s Hospital, the University's Office of the President, Provost, Budget and Finance teams.

We strive every day to:

• Connect with our customers.
• Collaborate creatively.
• Create financial transparency.
• Contribute to financial understanding.
• Celebrate successes.

The position of Administrative Coordinator holds primary responsibility for effectively managing the schedules related to Fiscal Affairs. Discretion and confidentiality are of utmost importance in this role. The duties associated with this position necessitate a comprehensive understanding of the University, medical school, and hospital/clinical environments, as well as knowledge about the priorities and positions of the Fiscal Affairs Assistant Dean/Senior Director in relation to a wide range of issues. The ideal candidate should demonstrate the ability to exercise absolute discretion, good judgment, and take initiative when required. They will engage with School and University leaders, faculty, staff, and external stakeholders at the highest levels of the organization, addressing various confidential and complex matters. A successful candidate will possess self-motivation, quick thinking, flexibility, exceptional organizational skills, and unwavering attention to detail. Furthermore, due to the nature of this position's interaction with the Dean Suite and close collaboration with the CFO, a warm and highly professional demeanor is crucial.

DESIRED QUALIFICATIONS:

• Two-year college degree or greater is highly preferred.
• Experience on Stanford systems preferred.
• Interpersonal and communication skills to work with physicians, faculty, staff and students with tact and diplomacy.
• Fantastic written skills, ensuring the purpose/main ideas/thesis is always clearly stated in documents.
• Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, Outlook, Google Suite, and ability to use various online software tools (e.g., Lucidchart, Mural, etc.).
• Ability to prioritize, multi-task, set goals and expectations, and meet deadlines.  Effectively communicating variance to deadlines or expectations, when necessary. 
• Project management skills to ensure deadlines are met. Understanding of the demands of executive level positions and the ability to meet these demands with tact and diplomacy.
• Ability to take precautions and understand the importance of projects/tasks that may be under privacy and/or a Non-Disclosure Agreement (NDA).
• Advanced gathering skills and interrogation skills.
• Ability to work independently – self-starter and proactive.
• Excellent communication, conflict management, collaboration and influencing skills.

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.

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 $33.17 o $43.75 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.

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.