Administrative Associate

    Updated 12 days ago
    Stanford, CA 94305
    Full-time, Part-time
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    Job Description

    The Clinical Excellence Research Center (CERC), within the Department of Medicine, strives to lower healthcare spending by designing, pilot testing, and evaluating innovative models of care delivery. CERC works with sponsors and national collaborators on its bright spots (exceptional providers throughout the US) human experience, and AI research. To disseminate insights from this cutting-edge work, CERC and collaborators translate these findings into practical solutions and evaluate the effectiveness of these interventions on care quality and cost.

    CERC seeks an experienced Administrative Associate to provide administrative support to our Center Director as well as one additional senior faculty. CERC is a dynamic, fluid, fast‐paced work environment that strives for continuous improvement in everything we do. The Administrative Associate plays a critical role being both the face of CERC and representing the Center Director and senior faculty.

    The ideal candidate will have a passion for making administrative functions run smoothly and transparently and be comfortable dealing with ambiguity under limited supervision. The candidate must have strong written and verbal communication skills and experience working for executives. Ideally, the candidate will have experience drafting and editing high-level written communications/presentations. This role involves heavy calendar management, and resolving conflicts pertaining to scheduling. Additionally, the candidate will be expected to plan and coordinate meetings, events, conferences, seminars, and some travel for the Center Director and senior faculty.

    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.
    *- 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.

    • Expert Microsoft Office Suite skills.
    • 2+ years of experience directly supporting executives.
    • Bachelor's Degree in writing/communications, healthcare administration, or related field.
    • Proven ability to plan and execute large, high-profile meetings and events.
    • High school diploma and four years of administrative experience, or combination of education and relevant experience.
    • 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.
    • Excellent 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.
    *- 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.

    • 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,
    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.

    Additional Information
    • Schedule: Full-time
    • Job Code: 4103
    • Employee Status: Regular
    • Grade: F
    • Requisition ID: 88863
    Posting ID: 556643102Posted: 2021-05-06Job Title: Administrative Associate