Administrative Associate to the Chairman (AA3) - Hybrid Opportunity

🔍 School of Medicine, Stanford, California, United States

New

📁: Administration

📅   : 2 days ago Post Date

📅   : 106706 Requisition #

The Department of Cardiothoracic Surgery has a long tradition of major contributions in medical research and education, as well as a strong commitment to quality clinical care delivery. The Department is dedicated to expanding the clinical and translational research efforts related to the fields of cardiology, cardiac surgery, critical care, anesthesia, imaging, thoracic surgery, thoracic oncology, and translational science. With an impressive number of sponsored research studies being conducted by our group at any given time, this position offers an exciting opportunity for an enthusiastic, motivated and professional team member.

The Department of Cardiothoracic Surgery is seeking a highly skilled and proactive Administrative Associate 3 to provide comprehensive administrative and operational support directly to the Chairman. This pivotal role requires exceptional organizational skills, a strong ability to prioritize, and a keen eye for detail.

Responsibilities include*:

Executive Support & Problem Solving: Act autonomously on behalf of the Chairman or department manager to establish priorities, identify, and swiftly resolve administrative challenges.
Complex Calendar & Travel Management: Independently plan and manage a demanding calendar, resolve scheduling conflicts, and arrange intricate travel itineraries in compliance with university policies.
Event Planning & Execution: Oversee and execute a wide range of complex departmental events, conferences, and seminars from conception to completion. This includes coordinating with vendors, managing logistics, overseeing material production, and ensuring budget adherence.
Communication & Content Management: Compose, draft, and substantially edit documents and correspondence for presentations, grants, reports, and various communications. Create, maintain, and ensure the accuracy of content across unit documents, displays, social media, and websites.
Financial & Reporting Acumen: Oversee and process complex financial transactions, produce and reconcile budget statements, and meticulously research and resolve discrepancies. Create sophisticated reports and spreadsheets using specialized software and systems.
• Patient & Clinical Coordination: Triage patient referrals, transcribe dictation, and coordinate closely with Stanford Health Care (SHC) patient coordinators and schedulers to ensure seamless patient flow.
General Administrative Operations: Manage a full spectrum of administrative duties including answering phones, maintaining files, processing travel reimbursements, handling subscriptions and dues, ensuring timely submission of licensing and medical staff privileges forms, and ordering supplies.
Leadership (as needed): May lead or supervise the day-to-day work of student and/or temporary staff, including scheduling, assigning workloads, setting deadlines, reviewing work quality, and contributing to performance reviews.

* - Other duties may also be assigned.

DESIRED QUALIFICATIONS:

4-year college degree desired.

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.

WORKING CONDITIONS:

Travel on campus to schools/units and off campus locations.

Additional WORKING CONDITIONS:

May work extended hours during deadlines, events or special projects.

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 $39.46 to $44.30 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.

Additional Information