Administrative Associate 3

　　School of Medicine, Stanford, California, United States

　　Administration

　　Post Date Jan 19, 2024

　　Requisition # 101812

　　The Department of Pediatrics, Division of Cardiology is seeking an Administrative Associate 3 (AA3) to provide administrative and operational support working under limited supervision. The incumbent will support various faculty members (including senior faculty with leadership responsibilities and/or significant research effort) in the division, and will work closely with Division management to provide comprehensive administrative and operational support. This position will also perform duties related to faculty recruitment and onboarding for division faculty searches.

　　The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles.

　　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.

　　· Create complex reports and spreadsheets which may utilize specialized software and systems.

　　· 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 assignedAll 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.

　　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 pay range for this position working in the California Bay area is $33.17 to $43.75 per hour.

　　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 Information

　　Schedule: Full-time

　　Job Code: 4098

　　Employee Status: Regular

　　Grade: F

　　Department URL: http://pediatrics.stanford.edu/

　　Requisition ID: 101812

　　Work Arrangement : Hybrid Eligible