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Administrative Associate 3, Surgery Operations (Hybrid Opportunity)

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WorkatHome-JobBoard

11d ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
  • Stanford

AI generated summary

  • You need a high school diploma, 4 years of admin experience, strong English skills, attention to detail, proficiency in office software, and the ability to multitask in a fast-paced environment.
  • You will manage schedules, organize events, draft documents, handle finances, order supplies, and provide administrative support across departments. Backup coverage and additional tasks as needed.

Requirements

  • High school diploma and four years of administrative experience, or combination of education and relevant experience.
  • Prior work experience at Stanford University and/or in higher education strongly preferred.
  • Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred.
  • Excellent command / highly proficient in spoken and written English.
  • Must be flexible, dependable & able to handle multiple priorities with conflicting deadlines.
  • Ability to work in a fast-paced and confidential work environment.
  • Strong attention to detail and accuracy.
  • Demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion.
  • Advanced computer skills and demonstrated experience with office software (Microsoft PowerPoint and Word) 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.
  • 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.

Responsibilities

  • Act on behalf of the supervisor or department manager, 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. The administrator may be asked to be on site by 6:15am on Tuesdays.
  • 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 financial transactions/reimbursements.
  • Maintain and order office supplies.
  • Provide back-up coverage for other administrators.
  • Support human resources, academic affairs & student administration as needed.
  • Other duties may also be assigned.

FAQs

Do we support remote work?

Yes, we do remote work in a hybrid format, with three days on-site and two telecommuting days each week, subject to operational needs.

What are the core responsibilities of the Administrative Associate 3?

The core responsibilities include front-desk reception coverage, organizing and scheduling events, composing and drafting documents, managing calendars, processing financial transactions, and supporting human resources and academic affairs.

Is prior experience at Stanford University or in higher education required?

While prior experience at Stanford University and/or in higher education is strongly preferred, it is not explicitly required for the position.

What are the essential qualifications for this role?

The essential qualifications include a high school diploma, four years of administrative experience or relevant education/experience combination, advanced computer skills, excellent communication skills, and strong organizational abilities.

What kind of financial transactions will the Administrative Associate handle?

The Administrative Associate will oversee and/or process a variety of financial transactions and reimbursements associated with the department's operations.

Are there any specific software skills required for this role?

Yes, advanced computer skills and demonstrated experience with Microsoft PowerPoint, Word, and email applications are required.

What is the expected pay range for this position?

The expected pay range for the Administrative Associate 3 position is between $33.17 and $43.75 per hour.

What are the physical requirements for this job?

The physical requirements include performing desk-based computer tasks, frequent sitting, occasional standing/walking, and the ability to lift/carry/push/pull objects that weigh up to 10 pounds.

Will there be opportunities for career growth in this position?

The job description does not specify, but positions like this in an academic setting typically offer various opportunities for professional development and career advancement.

How will my confidentiality be handled while working in this role?

The position requires the ability to maintain confidentiality and effectively handle sensitive personal information with sound judgment, tact, and discretion.

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