One Year Fixed Term Administrative Associate 2

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Administration
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88532 Requisition #

One Year Fixed Term Administrative Associate 2

 

The Stanford Cancer Institute (SCI) is one of only 51 National Cancer Institute (NCI)-designated Comprehensive Cancer Centers in the country. As a NCI-designated Comprehensive Cancer Center, the SCI is a dynamic and stimulating place to work as it maintains the highest level of scientific rigor, institutional support, and coordination for the complete range of cancer-related research, including basic, translational, clinical, and population-based science. The SCI brings together faculty with cancer-relevant expertise from four Schools and over 30 departments throughout the University. The Cancer Clinical Trials Office (CCTO) is an integral component of the SCI since the vital work performed there enables our cancer center to translate research from the laboratory into the clinical setting. Given the SCI’s mission, breadth, and depth, it employs ~300 staff members (inclusive of the CCTO) in a fast-paced environment with tremendous opportunities for our Clinical Research teams.

 

Cancer Clinical Trials Office at Stanford University School of Medicine is seeking an Administrative Associate 2 to provide administrative and operational support as part of a four-person team for a 200+ person department. A strong can-do attitude and cheerful, customer service orientation is needed. Seeking candidate able to hold larger organizational mission while attending to myriad details and work in an ever changing, fast-paced environment. Juggling multiple priorities is a daily necessity and flexibility is a must. Both team-work and individual responsibility are called for in meeting the needs of our staff who, ultimately, further our dual missions of serving patients through treatment and scientific research in oncology.

 

Duties include:

  • Respond to inquiries, determine and take appropriate action as required. Serve as a resource regarding a defined set of policiespolicies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, conference and seminar materials, reports, brochures, and displays.
  • Heavy, multi-calendar scheduling. Plan and schedule based on established procedures, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.

 

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

  • Strong critical thinking skills; ability to analyze situations and apply solutions within the context of understanding organization as a whole.  Willing to apply processes where appropriate or suggest improvements to any challenges seen is valued.   
  • Ability to learn new processes and procedures and apply them to various situations. 
  • Flexibility and positive attitude in meeting changing demands of a large, complex, and fast-paced environment is essential. 
  • Willing and able to work collaboratively with administrative team and independently as needed to provide support for department. 

 

EDUCATION & EXPERIENCE (REQUIRED):

 

High school diploma and three years of administrative experience, or combination of education and relevant experience.

 

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine clerical tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.

 

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 25 pounds with cart/assistance as needed.
  • Occasionally 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: general office environment; security access due to PHI/HIPAA regulations.

 

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.

 

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