Lead Administrative Associate (Pleasanton, CA)

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Administration
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86212 Requisition #
The Department of Medicine, Division of SHC-ValleyCare is recruiting for an Administrative Associate 3 at our Pleasanton, CA location to provide administrative and operational support under general supervision. The incumbent will support the Chief Medical Officer, Division Manager, School of Medicine (SoM) faculty and Advanced Practice Providers (APPs) and be involved in the day-to-day operations related activities as needed. Involvement may include tasks associated with on-boarding providers, providing orientations, creating processes, website management, general projects and events, space moves, faculty affairs, and financial operations. This position will be responsible for leading other administrative staff or subordinates, as well as have one direct report, when the time is right. 

The Division of SHC-ValleyCare is responsible for supporting all SoM credentialed providers at SHC-ValleyCare in the Pleasanton and Livermore areas.  The division is dynamically involved in bringing new specialties to the community, as well as establishing research and educational electives in the Tri-Valley area. Through the partnership of the different SoM specialties at SHC-ValleyCare, the division is committed to educating the next generation of physicians and the surrounding community as we grow our presence in the Tri-Valley area.

The SHC-ValleyCare team is committed to cultivating a fun work environment that champions employee well-being, engagement and professional development, and this newly created position will have the unique opportunity to assist faculty that are internationally recognized for providing care for the most difficult problems in healthcare today.

The ideal candidate will be driven to deliver excellent administrative support, strengthen our organizational alignment and optimize our collaborative environment. The Department of Medicine 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 assigned, not all unique aspects of this job are covered by this job posting. A full job description will be shared during the interview process.

DESIRED QUALIFICATIONS:
  • Bachelors Degree in Health Administration, Business Administration, or related degree.
  • Project management experience.
  • Understanding of basic accounting and financial concepts.
  • Experience with Adobe Creative Suite and Adobe Experience Manager.
  • Advanced skills in Smartsheet.
  • Familiarity with QGenda scheduling.

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/.

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.

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